Table
of Contents
I.
Introduction
2.
Awareness
3.
Purpose
4. Definitions
5.
Application
6.
General Provisions
7.
Security and Confidentiality
8.
Archiving and Retention
9.
Policy Violations
10.
Responsibility for Policy
11. Effect and Modification
Appendix
A - Definitions
I.
Introduction
(a)
The material set forth in this document relates to, and covers issues
related to, worlddo.com Pty Ltd ("Worlddo"), its staff,
personnel, contractors and other related persons, and to intellectual
property developed by Worlddo.
(b)
This Email Policy clarifies the applicability of law and of other
Worlddo policies to electronic mail. It also defines policy and
procedures where existing policies do not specifically address issues
particular to the use of electronic mail, insofar as Worlddo is
concerned.
(c)
Worlddo recognizes that principles of academic freedom and shared
governance, freedom of speech, and privacy of information hold important
implications for electronic mail and electronic mail systems. Worlddo
affords electronic mail privacy protections comparable to that which
it traditionally affords paper mail and telephone communications.
This Policy reflects firmly-held principles within the context of
Worlddo's legal and other obligations.
(d)
Worlddo encourages the use of electronic mail and respects the privacy
of users. It does not routinely inspect, monitor, or disclose electronic
mail without the holder's consent (as defined in Appendix A) . However,
subject to the requirements for authorization, notification, and
other conditions specified in this Policy, Worlddo may deny access
to its electronic mail systems and may inspect, monitor, or disclose
electronic mail
(i)
when required by and consistent with law;
(ii) when there is substantial reason (as defined in Appendix
A) to believe that violations of law have taken place;
(iii) when there are compelling circumstances (as defined in Appendix
A) to do so; or
(iv) under critical operational circumstances as defined in Appendix
A.
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2.
Awareness
Users
should be aware that:
(a)
The nature of electronic mail and the public character of Worlddo
make electronic mail less private than users may anticipate. For
example, mistakes can happen, and messages can be mistakenly forwarded
to multiple recipients with great ease. Deletions of electronic
mail from a computer or electronic mail account may persist on backup
facilities, and thus be subject to disclosure under the provisions
of this Policy. Worlddo cannot routinely protect users against such
eventualities.
(b)
Electronic mail, whether or not created or stored on Worlddo's equipment,
may constitute a record subject to disclosure under applicable laws,
or as a result of litigation. However, Worlddo does not automatically
comply with all requests for disclosure, but rather evaluates all
such requests against the precise provisions of the laws concerning
disclosure and privacy, or other applicable law.
(c)
Worlddo, in general, cannot and does not wish to be the arbiter
of the contents of electronic or other mail. Neither can Worlddo,
in general, protect clients and users from receiving electronic
mail they may find offensive. Worlddo's staff, personnel and others,
however, are strongly encouraged to use the same personal and professional
courtesies and considerations in electronic mail as they would in
other forms of communication.
(d)
Unless "authenticated" mail systems are in use, there is no guarantee
that electronic mail received was in fact sent by the purported
sender, since senders can disguise their identity even though it
be in violation of this Policy. Further, electronic mail that is
forwarded may also be modified. For these reasons, authentication
technology is widely and systematically in use at Worlddo. To the
extent permitted by technology and knowledge of that technology,
measures to ensure authentication are and will be in place.
(e)
Encryption of electronic mail is another emerging technology that
is in use at Worlddo. This technology enables the encoding of electronic
mail so that for all practical purposes it cannot be read by anyone
who does not possess the right key.
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3.
Purpose
The
purpose of this Policy is to assure that:
(a)
Worlddo staff, personnel and others are informed about the applicability
of policies and laws to electronic mail;
(b)
Users of electronic mail are informed about how concepts of privacy
and security apply to electronic mail;
(c)
Disruptions to Worlddo's Email and other systems and activities
are minimized; and
(d) Electronic mail systems are used in compliance with policies
and laws.
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4.
Definitions
(a)
The terms "electronic mail" and "Email" are used interchangeably
throughout this Policy.
(b)
The following terms used in this Policy are defined in Appendix
A. Knowledge of these definitions is important to an understanding
of this Policy.
(i)
Computing Facility(ies)
(ii) Electronic Mail Systems
(iii) Worlddo Email Systems
(iv) Email Record or Email
(v) Learner Record
(vi) Email Record
(vii) Use of Worlddo or Other Email Systems
(viii) Possession of Email
(ix) Holder of an Email Record or Email Holder
(x) Substantial Reason
(xi) Compelling Circumstances
(xii) Emergency Circumstances
(xiii) Critical Circumstances
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5.
Application
This
Policy applies to:
(a)
All electronic mail systems and services provided or owned by Worlddo;
and
(b)
All users, holders, and uses of Worlddo Email systems and services;
and
(c)
All Worlddo Email records in the possession of Worlddo staff, contractors,
personnel and other persons working with and for Worlddo.
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6.
General Provisions
(a)
As noted above, Worlddo recognizes that principles of freedom of
speech, and privacy of information hold important implications for
Email
(b)
Purpose. In support of the Worlddo mission of research, capacity
building and information dissemination on and for sustainable development
and environment, Worlddo encourages the use of Email to share information,
improve communication, and exchange ideas. It also encourages the
use of Email to coordinate and manage projects, teams, and other
work as assigned in Worlddo to its staff, personnel and related
persons.
(c)
Property. Worlddo Email systems are Worlddo facilities and
resources. Any Email address or account associated with Worlddo,
or any team or sub-unit of Worlddo, is the property of Worlddo.
(d)
Use and Language. Those who use Worlddo Email are expected
to do so responsibly, and for the purposes of work related to Worlddo.
Email correspondence should follow other related Worlddo guidelines
and manuals, and should comply with all the normal standards of
professional and personal courtesy and conduct. Use should relate
to the work assignment, unless otherwise provided in this Policy.
All Email issued from one of Worlddo's Email addresses or using
Worlddo's Email systems shall:
(i)
not contain derogatory information about individuals or the competition;
(ii)
not refer to culturally or otherwise sensitive issues, such as
history, religion, humor, culture and politics;
(iii)
focus on answering to the needs of, answering questions from,
and support the customer and/or end user.
(e)
Access to Worlddo electronic mail systems, when provided, is a privilege
that may be wholly or partially restricted by Worlddo without prior
notice and without consent of the Email user, when there is need
as judged by the responsible Worlddo Manager(s) or person(s) in
charge of Worlddo (the "Manager") to do so, or when there
is substantial reason to believe that violations of Policy or law
have taken place. Such restriction is subject to established Worlddo
managerial and other procedures where they exist.
(f)
Consent and Compliance. An Email user's consent shall be
sought by Worlddo prior to any inspection, monitoring, or disclosure
of Worlddo Email in the holder's possession, except in contrary
provisions in this Policy. Worlddo employees, personnel and other
related persons are, however, expected to comply with requests for
copies of Email records in their possession that pertain to Worlddo's
business, or whose disclosure is required to comply with applicable
laws, regardless of whether such records reside on a computer housed
or owned by Worlddo. Failure to comply with such requests can lead
to repercussions outlined in this Policy.
(g)
Records Retention and Destruction. Email
at Worlddo are destroyed once a month, on the last day of every
month or first working day thereafter, and important mails are printed
for filing use. Worlddo
staff, contractors, personnel and other related persons are expected
to comply with these provisions, and the provisions of Worlddo's
Guidelines for Records Retention governing the procedures for record
retention and destruction, including Email.
(h)
Copies of Email Worlddo staff, personnel and other related
persons dealing with Worlddo clients, customers and other project
work, including but not limited to its Web Site (http://www.worlddo.com/
and others), and are expected to blind copy Email to an address
designated by the Manager where requested.
(i)
Restrictions on Access Without Consent. Worlddo shall only
permit the inspection, monitoring, or disclosure of electronic mail
without the consent of the holder of such Email (a) when required
by and consistent with law; (b) when there is substantial reason
to believe that violations of law or of Worlddo policies; (c) when
there are compelling circumstances to do so; or (iv) under critical
circumstances as defined in Appendix A.
(j)
When the contents of Email must be inspected, monitored, or disclosed
without the holder's consent, then:
(i)
Authorization. Except in emergency circumstances, such
actions must be authorized in advance and in writing by the Manager,
who must state reasons for doing so and must have legal advice
before acting. All such advice and actions shall be given in a
timely manner. Authorization shall be limited to the least perusal
of contents and the least action necessary to resolve the situation
at hand.
(ii)
Emergency Circumstances. In emergency circumstances as
defined in Appendix A, the least perusal of contents and the least
action necessary to resolve the emergency may be taken immediately
without authorization, but appropriate authorization must then
be sought without delay following procedures described above.
(iii)
Notification. In either case, the responsible authority
or designee shall, at the earliest possible opportunity that is
lawful and consistent with other Worlddo and Worlddo guidelines
and policy, notify the affected individual of the action(s) taken
and the reasons for the action(s) taken.
(iv)
Compliance. All actions taken shall be in full compliance
with the law and other applicable Worlddo and Worlddo guidelines
and policy. This has particular significance for Email residing
on computers not owned or housed by Worlddo. Advice of counsel
should always be sought prior to any action taken under such circumstances,
particularly in relation to laws outside Australia.
(k)
Misuse. In general, both law and Worlddo's policy prohibit
the theft or other abuse of computing resources. Such prohibitions
apply to Email systems and include (but are not limited to) unauthorized
entry, use, transfer, and tampering with the accounts and files
of others, and interference with the work of others and with other
computing facilities. Worlddo can close down an account of a staff
or personnel or other related person should there be need as deemed
by the Manager.
(l)
Representation. Email users shall not give the impression
that they are representing, giving opinions, or otherwise making
statements on behalf of Worlddo or any unit of Worlddo unless appropriately
authorized (explicitly or implicitly) to do so. Where appropriate,
an explicit disclaimer shall be included.
(m)
False Identity. Worlddo Email users shall not employ a false
identity.
(n)
Interference. Worlddo Email system shall not be used for
purposes that put excessive strain on any computing facilities,
or unwarranted or unsolicited interference. Such uses include, but
are not limited to:
(i)
sending or forward Email chain letters; and
(ii)
"spam," that is, to exploit listservers or similar broadcast systems
for purposes beyond their intended scope to amplify the widespread
distribution of unsolicited Email
(o) Personal Use. Worlddo's Email systems may be used for
incidental personal purposes provided that such use does not:
(i)
directly or indirectly interfere with Worlddo's operation;
(ii)
burden Worlddo with noticeable incremental cost; or
(iii)
interfere with the Email user's employment or other obligations
to Worlddo.
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7.
Security and Confidentiality
(a)
The confidentiality of electronic mail cannot be assured. Confidentiality
may be compromised by law or policy, including this Policy. Users,
therefore, should exercise extreme caution in using Email to communicate
confidential, professional or sensitive matters.
(b)
Users should be aware that, during the performance of their duties,
network and computer operations personnel and system managers and
administrators need from time to time to observe transactional information
to ensure proper functioning of Worlddo's systems. Therefore, blind
copies of all Email transcripts regarding work-related assignments
may be requested to be forwarded to an Email address as specified
by Worlddo, and employees, personnel and others will oblige this
request.
(c)
Worlddo attempts to provide secure and reliable Email systems. Professional
practices and protections are, however, not foolproof and the security
and confidentiality of Email cannot be guaranteed.
(d)
Users of Email should be aware that even though the sender and recipient
have discarded their copies of an electronic mail record, there
may be back-up copies that can be retrieved. Systems are "backed-up"
on a routine or occasional basis to protect system reliability and
integrity, and to prevent potential loss of data. The back-up process
results in the copying of data onto storage media that may be retained
for periods of time and in locations unknown to the originator or
recipient of electronic mail. The practice and frequency of back-ups
and the retention of back-up copies of Email vary from system to
system. See
Worlddo's Guidelines for Records Retention for details.
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8.
Archiving and Retention
See
Worlddo's Guidelines for Records Retention for details.
9.
Policy Violations
Violations
of Worlddo's policies governing the use of Worlddo's Email systems
may result in restriction of access to Worlddo's information technology
resources. In addition, disciplinary action, up to and including
dismissal, may be applicable.
10.
Responsibility for Policy
The
Manager is responsible for development and maintenance of this Policy.
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11.
Effect and Modification
(a)
This Policy is effective from 31 December 2002.
(b)
Modifications to and revocation of this Policy can be made by the
President and CEO of Worlddo after consulting Manager(s). Modifications
will take effect on a date specified by the President.
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APPENDIX
A - DEFINITIONS
(a)
Computing Facility(ies): Computing resources, systems, services,
and network systems such as computers and computer time, data processing
or storage functions, computer systems and services, servers, networks,
input/output and connecting devices, and related computer records,
Worlddos, software, and documentation.
(b)
Electronic Mail Systems: Any messaging system that depends
on computing facilities to create, send, forward, reply to, transmit,
store, hold, copy, download, display, view, read, or print computer
records for purposes of communication across computer network systems
between or among individuals or groups.
(c)
Worlddo Email Systems: Electronic mail systems owned or
operated by Worlddo or any of its sub-units.
(d)
Email Record or Email: Any electronic computer records or
messages created, sent, forwarded, replied to, transmitted, stored,
held, copied, downloaded, displayed, viewed, read, or printed by
one or several Email systems or services.
(e)
Worlddo Email Record: A Worlddo Record in the form of an
Email record regardless of whether any of the computing facilities
utilized to create, send, forward, reply to, transmit, store, hold,
copy, download, display, view, read, or print the Email record are
owned by Worlddo. This implies that the location of the record,
or the location of its creation or use, does not change its nature.
(f)
Use of Worlddo or Other Email System: To create, send, forward,
reply to, transmit, store, hold, copy, download, display, view,
read, or print Email (with the aid of Worlddo Email systems and
services). A (Worlddo) Email User is an individual who makes use
of (Worlddo) Email systems and services.
(g)
Possession of Email: An individual is in "possession" of
an Email record, whether the original record or a copy or modification
of the original record, when that individual has effective control
over the location of its storage. When an Email record resides on
a computer server awaiting download to an addressee, it is deemed
to be in the possession of that addressee. Systems administrators
are excluded from this definition of possession when Email is not
specifically created by or addressed to them.
(h)
Holder of an Email Record or Email Holder: An Email user
who is in possession of a particular Email record, regardless of
whether that Email user is the original creator or a recipient of
the content of the record.
(i)
Substantiated Reason: Reliable evidence indicating that violation
of law or of policies has occurred.
(j)
Compelling Circumstances: Circumstances where failure to
act may result in significant bodily harm, significant property
loss or damage, loss of significant evidence of one or more violations
of law or Worlddo's policies.
(k)
Emergency Circumstances: Circumstances where time is of the
essence and where there is a high probability that delaying action
would almost certainly result in compelling circumstances.
(l)
Critical Circumstances: Circumstances where failure to act
could seriously hamper the ability of Worlddo to function or to
meet its obligations.
