Purpose
This policy statement provides specific instructions on the ways to secure electronic mail (e-mail) resident on personal computers and servers.
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Referenced from: Policies & Procedures
Document text
SUBJECT
Purpose
This policy statement provides specific instructions on the ways to secure electronic mail (e-mail) resident on personal computers and servers.
Scope
The policies apply to Northern College (NC) employees and covers e-mail located on NC personal computers and servers if these systems are under the jurisdiction and/or ownership of NC. The policies apply to stand-alone personal computers with dial-up modems as well as those attached to networks.
Policy
1. College Property
As a productivity enhancement tool, Northern College encourages the use of electronic communications (voice mail, e-mail, and fax). Electronic communications systems and all messages generated on or handled by electronic communications systems, including back-up copies, are considered to be the property of Northern College, and are not the property of users of the electronic communications services.
2. Authorized Usage
Northern College electronic communications systems generally must be used only for College activities. Incidental personal use is permissible so long as:
- (a) It does not disrupt College resources
- (b) It does not interfere with staff productivity.
- (c) It does not preempt any business activity.
Users are forbidden from using Northern College electronic communications systems for charitable endeavors unless expressly approved by their supervisor and the Manager of Information Technology. Employees are reminded that the use of corporate resources, including electronic communications, should never create either the appearance or the reality of inappropriate use
3. Default Privileges
Employee privileges on electronic communications systems must be assigned so that only those capabilities necessary to perform a job are granted. This approach is widely known as the concept of “need-to-know.” For example, end users must not be able to reprogram electronic mail system software.
4. User Separation
These facilities must be implemented where electronic communications systems provide the ability to separate the activities of different users. All Northern College staff have unique usernames and passwords to access the e-mail system.
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Source: https://www.northerncollege.ca/uploads/2025/07/E-mail-Policy2.pdf