02-013 Email and Messaging Policy
THE CORPORATION OF THE TOWN OF TILLSONBURG
Electronic Email & Messaging Procedures
APPROVAL DATE:
YYYY-MM-DD
REVISION DATE:
YYYY-MM-DD
Page 1 of 11
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PURPOSE
The purpose of this procedure is to outline the responsibilities and requirements for
Town employees and provide step by step guidelines on the management of electronic
email and instant messages.
SCOPE
Electronic communications has become the most commonly used form of
communication therefore giving an added responsibility for the management of these
forms of communications to ensure effective and efficient use of corporate resources
and technologies.
Establishing procedures to manage electronic messages (email or instant messages)
consistently, meets business needs, complies with legal and regulatory requirements,
helps facilitate decision making and reduces risk while supporting transparency and
accountability.
This procedure, along with the Town of Tillsonburg Records & Information Management
Policy, establishes the principles of Records & Information Management to be applied to
electronic messages. This guideline will enable proper management, timely disposition,
unnecessary duplication, and will minimize risk of keeping electronic messages for
longer than required.
The scope of this procedure shall apply to all business related electronic messaging
records that may be received or sent including, but not limited to, email, instant
messages, any electronic attachments, created, collected, received or transmitted in the
normal course of business that reflect the functions, business activities, or decisions of
the Town of Tillsonburg.
THE CORPORATION OF THE TOWN OF TILLSONBURG
Electronic Email & Messaging Procedures
APPROVAL DATE:
YYYY-MM-DD
REVISION DATE:
YYYY-MM-DD
Page 2 of 11
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DEFINITIONS
Electronic mail messages (email)
Communications sent or received internally or externally on an electronic mail
system. This includes any attachments along with the associated transmission
and receipt data.
Instant Messaging
A system for exchanging typed electronic messages instantly via the Internet or a
cellular network, using a shared software application on a computer or mobile
device.
Personal Messages
Messages which have no relevance to Town business or non-work related
messages.
P.I.N. Messages
Messages sent using the Blackberry Personal Identification Number (P.I.N)
Protocol from one blackberry to another. P.I.N messages are encrypted and
only travel from one Blackberry to another via the cellular network. These
messages do not traverse the internet.
Retention Schedule
A document indicating the length of time that a record type or series of records,
shall be retained until final disposition, specifies those to be preserved for their
archival or legal values, and authorizes on a continuing basis the destruction of
the remaining records after the lapse of a specified retention period or the
occurrence of specified actions or events.
THE CORPORATION OF THE TOWN OF TILLSONBURG
Electronic Email & Messaging Procedures
APPROVAL DATE:
YYYY-MM-DD
REVISION DATE:
YYYY-MM-DD
Page 3 of 11
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Spam Mail
Unsolicited commercial email or instant messages received that have no value to
the Town also known as bulk or junk mail.
Transitory Records
Records kept solely for convenience or reference and are of limited or no value in
documenting the planning or implementation of Town policies or programs.
Guidelines & Best Practices
Identification
An email or instant message created or received from an outside source as a
result of business activity shall be deemed as a Record;
An email or instant message created or received as a result of business activity
by Town employees or agents acting on behalf of the Town shall be maintained
as a Record;
An email or instant message created or received designated as Transitory
Records shall NOT be classified;
An email or instant message created or received identified as a Record shall be
managed in compliance with the Town’s File Classification System (TOMRMS)
and the current Schedule “A” of the Records Retention By-Law;
An email or instant message created or received identified as a Record will be
entered into the Records Management System (Laserfiche) once it is deemed
finalized;
THE CORPORATION OF THE TOWN OF TILLSONBURG
Electronic Email & Messaging Procedures
APPROVAL DATE:
YYYY-MM-DD
REVISION DATE:
YYYY-MM-DD
Page 4 of 11
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An email or instant message captured as a Record are the property of the Town
of Tillsonburg.
Creation
Business email or instant messages shall be considered the same as a letter or
memorandum correspondence;
Email or instant messages shall be sent only to the person(s) that require the
content to perform their duties;
Email or instant messages shall not be forwarded or copied to employees without
a business purpose for the information;
DRAFTS shall not be retained as a record. All drafts are to be purged upon
completion of the Final Version;
The subject line in an email or instant messages shall clearly identify the topic of
the correspondence:
clearly state content & purpose for the correspondence;
be succinct so to be understood independently of the content of
the correspondence;
deal with a single or possibly corresponding topic which can be
easily described in the subject line.
All email and instant messages either deemed as a record or transitory record
shall not contain language that is inappropriate;
All email and instant messages either deemed as a record or transitory record
shall contain a statement regarding the safeguarding of sensitive or confidential
information;
THE CORPORATION OF THE TOWN OF TILLSONBURG
Electronic Email & Messaging Procedures
APPROVAL DATE:
YYYY-MM-DD
REVISION DATE:
YYYY-MM-DD
Page 5 of 11
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All email and instant messages, especially those which contain sensitive or
confidential information, shall be properly addressed and distributed to the
appropriate individual(s).
Classification / Retention
The Town of Tillsonburg has established a Corporate Records & Information
Management Policy, following the requirements of the Municipal Act, 2001, the
Municipal Freedom of Information and Protection of Privacy Act, and the principles
of The Ontario Municipal Records Management System (TOMRMS) for the
management of all information within the Municipality.
This procedure along with Records Retention By-Law 3933 regulates, for all
departments, the systematic control of the lifecycle of all information (regardless of
format) from creation, receipt, transfer, storage, retention, destruction, disposition or
archival selection to ensure that all information is maintained with consistency in
accordance with government regulations and legal requirements.
Email or instant messages deemed as a record shall be classified at the time of
creation or capture;
Emails or instant messages sent from a corporate account, the owner of the
account, shall classify the record;
Where an email or instant message is received from outside the Town the
recipient shall classify the record.
Where an email or instant message is received by multiple recipients, the
employee responsible for the business activity generating the record, shall
classify the record;
The classification of an email or instant message will determine the retention and
final disposition of the record.
THE CORPORATION OF THE TOWN OF TILLSONBURG
Electronic Email & Messaging Procedures
APPROVAL DATE:
YYYY-MM-DD
REVISION DATE:
YYYY-MM-DD
Page 6 of 11
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Attachments or Links
Attachments or links received as part of an electronic message (email or instant
message) shall be considered as part of the record;
Attachments or links received shall be maintained in accordance with the
Records & Information Management Policy;
Attachments or links received that are stored separately from the record must be
maintained so that they can be presented in the same manner as when it was
retrieved by the viewer;
Attachments or links are used to provide access to documents. The link must
clearly indicate the full file path or address of the document’s location. The file
path or address must remain with the electronic message although the link may
not be active.
Security
There are many reasons for making sure that information is kept securely as the
contents of information may contain:
Personal or confidential information;
Sensitive or commercial information, for instance financial data.
There is also a need to ensure that:
Data / information is not changed (either accidentally or purposefully);
Data / information is protected against loss;
Data / information is protected against loss in transit, and against the danger of
falling into the wrong hands;
That the authenticity and integrity of the information should be maintained.
THE CORPORATION OF THE TOWN OF TILLSONBURG
Electronic Email & Messaging Procedures
APPROVAL DATE:
YYYY-MM-DD
REVISION DATE:
YYYY-MM-DD
Page 7 of 11
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The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA)
requires that an organization ensure the security of personal and sensitive
information, and that it is protected from inadvertent release or disclosure.
Therefore information must be protected by providing the appropriate access rights
and security permissions.
1. To prevent the unauthorized access to information taking into account the
nature of the records to be protected;
2. To ensure that only those individuals who need the information for the
performance of their duties shall have access to it.
We also need to consider appropriate secure storage of information, back up
requirements, and the duplication of records where applicable.
Access rights / Security permissions (who has access);
Storage locations (servers);
Duplicate copies / Off-Site back-up systems.
Electronic Files, emails and other data which are determined to be “transitory records”
shall be deleted by the user when no longer needed for short-term reference. Electronic
files, emails and other electronic data are purged periodically to reduce the size of
required electronic data storage.
THE CORPORATION OF THE TOWN OF TILLSONBURG
Electronic Email & Messaging Procedures
APPROVAL DATE:
YYYY-MM-DD
REVISION DATE:
YYYY-MM-DD
Page 8 of 11
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Responsibility
Mangers will be responsible for ensuring that employees:
Are aware of their responsibilities when using the Town’s electronic email &
messaging systems, as these are a corporate asset;
Are aware of their responsibility to transfer email & instant messages of business
value to designate corporate repositories as soon as possible;
That they transfer all email & instant messages containing important business
value to designated corporate repositories prior to their departure or extended
absences;
Are aware of their responsibilities regarding the disposition of transitory email &
instant messages as soon as they are no longer required.
Employees will be responsible for ensuring:
That email & instant messages that contain information of business value are
transferred to designated repositories as soon as possible;
That email & instant messages that contain information of business value are
transferred to the Town’s designated repository prior to their departure or
extended absence;
That transitory information held in their email account or on their mobile device
be deleted according to approved dispositions guidelines;
That information contained in the signature block and properties are accurate
and up-to-date.
THE CORPORATION OF THE TOWN OF TILLSONBURG
Electronic Email & Messaging Procedures
APPROVAL DATE:
YYYY-MM-DD
REVISION DATE:
YYYY-MM-DD
Page 9 of 11
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It is the obligation of account users to manage and classify all email or instant messages
deemed as a record, by which they are considered the owner, in accordance with the
Town of Tillsonburg Policies.
Privacy Statement
To ensure confidentiality and regulatory compliance a disclaimer or privacy statement
should be added to all electronic messages to notify the recipient that the information is
confidential and may not be distributed.
This e-mail contains information that may be privileged and/or
confidential. If you are not the intended recipient, any disclosure,
distribution, copying or other use of this e-mail or the information
contained herein or attached hereto is strictly prohibited and may be
unlawful. If you have received this e-mail in error, please notify this
sender immediately and delete this e-mail without reading, printing,
copying or forwarding it to anyone. Thank you for your co-operation.
Personal Use
The email system for the Town of Tillsonburg is meant for business use. User personal
files such as personal emails, pictures, music files, etc. are not permitted on Town
servers, computers or devices. Personal removable storage devices (cell phones, USB
flash drives, digital cameras, etc.) are not permitted to be connected to any Town device.
Limited personal use will be allowed if it is reasonable and does not interfere with work
however the sending of junk mail, chain letters, jokes etc. is prohibited. All messages
distributed through the Town’s messaging systems are the property of the Town.
THE CORPORATION OF THE TOWN OF TILLSONBURG
Electronic Email & Messaging Procedures
APPROVAL DATE:
YYYY-MM-DD
REVISION DATE:
YYYY-MM-DD
Page 10 of 11
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Use of Personal Email Accounts for Business
If the use of a corporate email account is not practicable for work related business and a
personal email account is used, as a limited practice, it is the Town’s procedure that all
work related emails are to be copied to an employee’s corporate email account.
Work related emails sent or received as part of an employee’s employment duties will be
classified as a “record” and therefore will be deemed under the custody and control of
the Town of Tillsonburg. And while an email record may not be in the physical
possession of the Town all work related records under its custody and control are
subject to the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
MFIPPA applies to all records in the custody and control of the Town which includes the
responsibility for the safekeeping, care, protection, retention and preservation of records.
Related Policies, Procedures & Guidelines
The following procedures and/or guidelines provide step by step instruction on managing
all aspects of the Records & Information Management Program for Town of Tillsonburg:
1. Records & Information Management Procedure
2. Records Retention By-Law 3933 – Schedule “A”
3. TOMRMS Scope Notes
4. Electronic Records & Naming Conventions
5. Laserfiche User Guide
THE CORPORATION OF THE TOWN OF TILLSONBURG
Electronic Email & Messaging Procedures
APPROVAL DATE:
YYYY-MM-DD
REVISION DATE:
YYYY-MM-DD
Page 11 of 11
11
Contact Information
Should you have any questions regarding file classification and management please
contact:
Records Management Coordinator
Corporate Office
519-688-3009 ext.: 2310