Electronic Mail (E-mail) Policy

This document outlines Venturing Crew 572 rules, procedures and member responsibilities for electronic mail (e-mail) messages sent or received via the Venturing Units e-mail systems.  It covers internal and external network systems and services to which the crew subscribes.

1.         Purpose:

·         The purpose of e-mail is to conduct crew business.

2.         Ownership:

• E-mail accounts and messages are crew property.
• Messages that are created, sent or received using the crew’s e-mail system are the property of the crew.

·         The crew reserves the right to access and disclose the contents of all messages created, sent or received using its e-mail system.

3.         Usage:

• All e-mail communication must be handled in the same manner as a letter, fax, memo or other business communications.
• No copyrighted or crew proprietary information is to be distributed by crew e-mail unless approval has been granted by a crew official
• No commercial messages, member solicitations, messages of a religious or political nature are to be distributed using crew e-mail.
• E-mail massages may not contain content that may be considered offensive or disruptive.   Offensive content includes but is not limited to obscene or harassing language or images, racial, ethnic, sexual or gender specific comments or images or other comments or images that would offend someone on the basis of their religious or political beliefs, sexual orientation, national origin or age.

·         Members may not retrieve or read e-mail that was not sent to them unless authorized by the crew or by the e-mail recipient.

4.         Non-Crew E-mail:

• Incidental and occasional personal use of electronic mail is permitted.  Such messages become the property of the crew and are subject to the same conditions as crew e-mail.

5.         Violations

• Violation of this policy will result in disciplinary action up and including termination and/or legal action if warranted.
• Scouts/scouters should report any misuse of the crew e-mail system or violations of this policy to the appropriate crew official.
• Other e-mail issues may be addressed in this policy or included as part of the crew’s overall information systems standards and procedures.  They include:
  • Virus checking of attachments
  • Password protection
  • Archival/storage of old messages
  • Use of distribution lists
  •  Restricting use of "copy all" for sending or responding to messages

 

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