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6. Email and Electronic Communication <br />a. Auto -forwarding electronic messages outside the County internal systems is prohibited. <br />b. Electronic communications shall not misrepresent the originator or the County. <br />c. Personnel are responsible for the accounts assigned to them and for the actions taken <br />with their accounts. <br />d. Accounts must not be shared without prior authorization from the Information <br />Technology Department, with the exception of calendars and related calendaring <br />functions. <br />e. Personnel shall not use personal email accounts to send or receive County information. <br />f. Any personal use of County provided email shall not: <br />i. Involve solicitation; or <br />ii. Be associated with any religious or political cause or entity; or <br />iii. Have the potential to harm the reputation of County; or <br />iv. Forward chain emails; or <br />V. Contain or promote threatening or unethical behavior; or <br />vi. Violate local, state, federal, or international laws or regulations; or <br />vii. Result in unauthorized disclosure of County information; or <br />viii. Or otherwise violate any other County policies. <br />g. Personnel shall send confidential information using only County approved secure <br />electronic messaging solutions. <br />h. Personnel must use caution when responding to, clicking on links within, or opening <br />attachments included in electronic communications. <br />i. Personnel should use discretion in disclosing confidential or internal information in Out <br />of Office or other automated responses, such as employment data, internal telephone <br />numbers, location information or other sensitive data. <br />Page 17 <br />70 <br />SECTION <br />NUMBER <br />EFFECTIVE DATE <br />InformationTechnology <br />ADMINISTRATIVE <br />AM -1200.21 <br />4/22/2025 <br />POLICY MANUAL <br />SUBJECT <br />PAGE <br />Acceptable Use <br />Page 7 of 18 <br />6. Email and Electronic Communication <br />a. Auto -forwarding electronic messages outside the County internal systems is prohibited. <br />b. Electronic communications shall not misrepresent the originator or the County. <br />c. Personnel are responsible for the accounts assigned to them and for the actions taken <br />with their accounts. <br />d. Accounts must not be shared without prior authorization from the Information <br />Technology Department, with the exception of calendars and related calendaring <br />functions. <br />e. Personnel shall not use personal email accounts to send or receive County information. <br />f. Any personal use of County provided email shall not: <br />i. Involve solicitation; or <br />ii. Be associated with any religious or political cause or entity; or <br />iii. Have the potential to harm the reputation of County; or <br />iv. Forward chain emails; or <br />V. Contain or promote threatening or unethical behavior; or <br />vi. Violate local, state, federal, or international laws or regulations; or <br />vii. Result in unauthorized disclosure of County information; or <br />viii. Or otherwise violate any other County policies. <br />g. Personnel shall send confidential information using only County approved secure <br />electronic messaging solutions. <br />h. Personnel must use caution when responding to, clicking on links within, or opening <br />attachments included in electronic communications. <br />i. Personnel should use discretion in disclosing confidential or internal information in Out <br />of Office or other automated responses, such as employment data, internal telephone <br />numbers, location information or other sensitive data. <br />Page 17 <br />70 <br />