1.2 Email Standard

1.2.1. Overview

Electronic email is pervasively used in almost all industry verticals and is often the primary communication and awareness method within an organization. At the same time, misuse of email can post many legal, privacy and security risks, thus it’s important for users to understand the appropriate use of electronic communications.

1.2.2. Purpose

The purpose of this email standard is to ensure the proper use of Highline College email system and make users aware of what Highline College deems as acceptable and unacceptable use of its email system. This standard outlines the minimum requirements for use of email within Highline College Network.

1.2.3. Scope

This standard covers appropriate use of any email sent from a Highline College email address and applies to all employees, vendors, and agents operating on behalf of Highline College.

1.2.4. Standard

1.2.4.1

All use of email must be consistent with Highline College policies and procedures of ethical conduct, safety, compliance with applicable laws and proper business practices.

1.2.4.2

Highline College email account is to be used primarily for Highline College business-related purposes.  Use of this system must follow Highline College Ethics Policy and Computing Resource Appropriate Use Policy.

1.2.4.3

All Highline College data contained within an email message or an attachment must be secured according to the 4.1 Data Classification Standard.

1.2.4.4

Email should be retained only if it qualifies as a Highline College business record. Email is a Highline College business record if there exists a legitimate and ongoing business reason to preserve the information contained in the email.

1.2.4.5

Email that is identified as a Highline College business record shall be retained according to Highline College Record Retention Schedule.

1.2.4.6

The Highline College email system shall not to be used for the creation or distribution of any disruptive or offensive messages, including offensive comments about race, gender, hair color, disabilities, age, sexual orientation, pornography, religious beliefs and practice, political beliefs, or national origin. Employees who receive any emails with this content from any Highline College employee should report the matter to their supervisor immediately.

1.2.4.7

Users are prohibited from automatically forwarding Highline College email to a third party email system (noted in 4.8 below).  Individual messages which are forwarded by the user must not contain Highline College confidential or above information.

1.2.4.8

Users are prohibited from using third-party email systems and storage servers such as Google, Yahoo, and MSN Hotmail etc. to conduct Highline College business, to create or memorialize any binding transactions, or to store or retain email on behalf of Highline College.  Such communications and transactions should be conducted through proper channels using Highline College-approved documentation.

1.2.4.9

Using a reasonable amount of Highline College resources for personal emails is acceptable, but non-work related email shall be saved in a separate folder from work related email.  Sending chain letters or joke emails from a Highline College email account is prohibited.

1.2.4.10

Highline College employees shall have no expectation of privacy in anything they store, send or receive on the company’s email system.

1.2.4.11

Highline College may monitor messages without prior notice. Highline College is not obliged to monitor email messages.

1.2.5. Compliance

1.2.5.1 Compliance Measurement

ITS will verify compliance to this standard through various methods, including but not limited to, periodic walk-thrus, video monitoring, business tool reports, internal and external audits, and feedback to the standard owner.

1.2.5.2 Exceptions

Any exception to the standard must be approved by ITS in advance.

1.2.5.3 Non-Compliance

An employee found to have violated this standard may be subject to disciplinary action, up to and including termination of employment.

1.2.6. Related Standards, Policies, and Processes

4.1 Data Classification Standard

Ethics Policy

1.2.7. Revision History