Council Email Systems and Internet Use
Council Email Systems
CHRC utilises the following two email systems:
o Microsoft Outlook 2013 client for email access for internal Employees,
o Outlook Web Access (OWA – commonly known as Webmail) for external mail access.
User Guides are available in the IS Portal for both systems.
Governance of Email
Use of Council Email Systems is governed by the ‘Use of Internet, Email and Electronic Communication Device Policy’.
Facts About Emails
Mailbox Limit
By default user mailboxes are limited to 200MB.
o Inclusive of all Sub Folders created
o Inclusive of Inbox, Sent Items & Deleted Items
Email Size Restrictions
There is a 20MB limit on receiving external emails.
o Emails over 20MB will be quarantined and email notifications sent to the sender & receiver,
o ServiceDesk can be contacted to release the email where possible .
Email Signatures
Council has a Corporate Signature policy that staff are obligated to adhere to.
o If using Microsoft Outlook client internally a signature will be generated automatically .
Internet Filtering
Council has in place Internet filtering which audits all web traffic.
Governance of Internet Traffic
Use of Council Internet facilities is governed by the ‘Use of Internet, Email and Electronic Communication Device Policy’. Websites that contravene this policy are automatically blocked.
Requesting Access to Blocked Sites
Access to blocked sites can be requested by submitting a service request to the ServiceDesk for review. Some requests may be required to be reviewed by a member of the Executive Leadership Team.
Use of Internet, Email and Electronic Device Policy
This policy applies to all Council Staff and Councilor's who utilise Council computing facilities, equipment and services. This includes accessing Council’s computer network remotely using personal or public computing facilities.
It governs the use of Internet & Email Services, as well as the use of any Electronic Communications device.
Personal Use
Council does not restrict staff from using Council Email & Internet Services for personal use, however this should be kept to a minimum and at all times abide by guidelines set out in Council’s Policies.
Extract from Policy around Personal Use:
"Communication and information devices, including internet access and electronic mail (e-mail) access are provided for officially approved purposes; however, limited personal use of communication and information devices is available to employees. Where possible and reasonable, this should be done during planned breaks such as lunch and morning tea."
Below are extracts from Council’s Policies of Unacceptable Use:
Activities that constitute unacceptable use will not be tolerated. These include, but are not limited to, the following:
- Transmission of unsolicited commercial or advertising material, including spam (junk email),
- Unauthorised monitoring of electronic communications,
- Creation, solicitation, acquisition, transmission or public display of material which is obscene, defamatory, or offensive in nature, or likely to cause distress to some individuals,
- Transmission of confidential personal, personnel and other Council information by email or placing it on Council’s web site,
- The intentional accessing, storage, display or distribution of pornography is strictly prohibited, and will be considered as serious misconduct by the Council.