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A Publication Featuring The Information Services Technology of Maine State Government
|Volume V, Issue 10||October 2002|
To: All Employees Using State of Maine Computers
From: Janet E. Waldron, Commissioner
Department of Administrative and Financial Services
Subject: Policy for Use of State E-mail System for Widespread Dissemination to State Employees
Purpose: This policy is intended to assure that the state's capacity to communicate with all state employees through the e-mail system is used only for business purposes.
Scope: Any internal, statewide e-mail intended for widespread dissemination to State employees must be sent through the Bureau of Information Services. For purposes of this policy, "widespread dissemination" generally means dissemination to all State employees, to multiple agencies, or mass mailings within an agency. The exception to this requirement is when agencies are given specific authority to use distribution lists within their own agency - although agencies are still required to observe the Limitation cited below. Each agency must appoint a single person responsible for ensuring the consistent application of this policy within its agency.
Approval: All such e-mails must be approved in advance by the Deputy Commissioner of DAFS.
Limitation: The use of the e-mail system for this type of communication is limited to matters directly related to the business of the state. Examples of matters that are appropriate include training/education, safety, employment opportunities, emergency notifications, notifications about work related issues such as early release, etc. Examples of matters that are not appropriate include promotional or informational material from agencies intended for the general public and not directly related to state business, promotional or informational material from outside entities such as nonprofit agencies, non-State governmental entities and solicitations, etc.
Effective Date: This policy shall be effective as of October, 7, 2002.