This document sets forth the policy of the National Association For Search And Rescue (NASAR) with respect to e-mail and electronic communications. All personnel (including but not limited to employees, directors, consultants, and others working with NASAR) who use NASAR’s e-mail system are required to comply with this policy statement. All personnel (including but not limited to employees, consultants, and others working with NASAR) who use other e-mail systems conducting NASAR business are required to comply with this policy statement.
The e-mail system is meant to be used for business purposes of NASAR. Limited personal use of email is allowed if
(a) in compliance with this policy and
(b) is reasonable in amount and does not interfere with work performance or business needs.
All email accounts and all information and messages that are created, sent, received or stored on the NASAR’s e-mail system is the sole property of NASAR and are not the property of the employee or other personnel.
All e-mail is subject to the right of NASAR to monitor, access, read, delete, copy, disclose and use such e-mail without prior notice to the originators and recipients of such e-mail. Email may be monitored and read by authorized personnel for NASAR for any violations of law, breaches of NASAR policies, communications harmful to NASAR, or for any other reason.
Emails should be professional, courteous and in compliance with all applicable laws. Users should employ spell check on all emails sent.
Provided below is a non-exclusive list of prohibited acts associated with your use of NASAR’s email system or NASAR business emails. When considering the appropriateness of engaging in a particular act, personnel should be guided by both the specific prohibitions and the other mandates set forth in this policy. Prohibited activities include:
• Using any words, images or references that could be viewed as libelous, offensive, harassing, illegal, derogatory, discriminatory, or otherwise offensive.
• Creating or transmitting email or images that might be considered inappropriate in the workplace, including, but not limited to, messages or images that are lewd, obscene, sexually explicit, or pornographic.
• Creating or transmitting messages or images that might be considered inappropriate, harassing or offensive due to their reference to race, sex, age, sexual orientation, marital preference, religion, national origin, physical or mental disability, or other protected status.
• Downloading, copying or transmitting documents or software protected by third party copyrights in violation of those copyrights. Any personnel with a question concerning a copyright issue should contact the Executive Director.
• Using encryption devices and software that have not been expressly approved by NASAR.
The e-mail system is only to be used by authorized persons, and personnel must have been issued an e-mail password in order to use the system. Personnel shall not disclose their codes or passwords to others and may not use someone else’s code or password without express written authorization from an authorized officer of NASAR.
No Presumption of Privacy/Confidentiality
E-mail communications should not be assumed to be private and security cannot be guaranteed. Highly confidential or sensitive information should not be sent through e-mail. Personnel are required to use email in a manner that will not risk the disclosure of NASAR proprietary and other information to persons outside NASAR.
NASAR personnel who are aware of the violation of this policy by another person should report the violation to a supervisor immediately.
Message Retention and Creation
Employees should be careful in creating e-mail. Even when a message has been deleted, it may still exist in printed version, be recreated from a back-up system, or may have been forwarded to someone else. Please note that appropriate electronic messages may need to be saved. And, NASAR may be required to produce e-mail in litigation.
Any files downloaded from e-mail received from non-NASAR sources must be scanned with virus detection software. Any viruses, tampering or system problems should be immediately reported to the computer systems administrator.
All existing NASAR policies apply to employee conduct in connection with email, including but not limited to, NASAR policies regarding intellectual property, insider trading, misuse of NASAR property, discrimination, harassment, sexual harassment, information, data security, and confidentiality.
Retention in the Event of Litigation, Subpoena, or Regulatory Inquiry
It is NASAR’s policy to comply with all legal proceedings. In the event of any litigation, subpoena, regulatory inquiry, criminal proceeding, or the like, NASAR personnel are absolutely and unequivocally prohibited from deleting, discarding, or destroying any emails or any other documents relating in any way to the litigation, subpoena, regulatory inquiry, criminal proceeding, or the like.
Any delay or failure to discipline personnel for violations of this policy will not constitute a waiver of NASAR’s rights.
Consequences of Violations
Violations of this policy or other NASAR policies may result in discipline, suspension, termination of employment, and/or legal action.
If you have any questions concerning this Email Policy, please contact the Executive Director, otherwise NASAR presumes that you understand and will abide by this policy.
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The National Association For Search And Rescue
PO Box 232020, Centreville, VA 20120-2020