DRAFT                                                               CF/EXD/1998-????
							AS of  15 Jul 1998
Information to appear in related manuals/workbooks.

									FOR ACTION
TO:		All UNICEF Staff

FROM:	Carol Bellamy  [or other official - to be decided]
		Executive Director

SUBJECT:  E-Mail, Internet Monitoring and Electronic Records

The purpose of this communication is to restate some basic assumptions about: 
E-mail & Internet use; the responsibilities of staff; and the protection of electronic message records.

1.	E-Mail & Internet Purpose & Acceptable Use:  E-mail and Internet browsing are made available for the work of the organisation.  However, since there is minimal direct cost when it is also used for personal matters, supervisors are authorised to permit limited private use.   As this is a privilege, it must be exercised carefully.  It may not be used for commercial gain and the individual is solely responsible for the content of any personal messages transmitted.  Conducting private business, perpetuating chain letters, intentionally accessing and transmitting messages containing subject content which would be considered most inappropriate in more traditional media, deliberately disseminating a computer virus or playing games over the UNICEF networks is not permissible. Personal use of E-mail or Internet shall be done outside the time counted towards the regular office hours.  Staff should be aware that an E-mail, especially when it is transmitted between locations, theoretically could be accessed by third parties.  This same problem exists to various degrees with more traditional types of communication.  [However, if something is highly personal and you are greatly concerned that no unintended person has access, consider not using e-mail.]  Staff are expected to show due courtesy in respect for others private records.  Except for authorised audits, ongoing system maintenance tasks and other established needs of the organisation or work unit, no one should attempt to access the inbox or stored folders in another’s individual’s mailbox without the permission or agreement of the individual. 

2.	Monitoring Internet use. Load management is one of the system maintenance tasks that need to be performed for our efficient use of the Intranet. This can be greatly assisted by monitoring software, which UNICEF has been testing and is now using. Staff should be aware that these systems are capable of recording the World Wide Web site visit, each chat, newsgroup or email message and each file transfer into and out of our internal networks. Systems managers will review Internet activity and analyse usage patterns to assure that the resources support the highest levels of productivity. To do this it may be also be necessary to inspect any files stored in the private areas of the UNICEF network. Therefore, staff should not assume privacy when using the UNICEF network. 

3.	Statement Qualifiers and UNICEF System Security Information
Staff participating in public electronic forums or chat groups covering subject matter for which they are not the recognised spokesperson for UNICEF should indicate that "the individual opinions expressed are the responsibility of the author and do not necessarily reflect the official views of UNICEF".  Wherever possible if there is a publicly available document that contains the relevant UNICEF official position it should be referenced.   Information concerning UNICEF systems security should not be shared with outside organisations without the specific agreement of ITD.

4.	Making Accessible and Protecting Electronic Records: The rules which apply for paper records apply just as well for electronic records - especially where there is no paper copy.  As for paper records, staff members are expected to follow relevant guidelines and:
a)	Decide what needs to be kept;
b)	File those records on a regular basis in the appropriate location;
c)	Make the records accessible to all those who require them for their work;
d)	Protect the electronic records using backups or secure periodic transfers; and 
e)	Turn over to their successors any relevant electronic files.

It is suggested that personal messages be placed in a separate folder or on a disk that the staff member can either delete or take with them should they be transferred or leave the organisation. 	
								
5.	Division Level Electronic Filing: Divisions Directors are responsible for assigning staff to create an electronic filing system; establishing the procedures to be followed and ensuring that all staff are familiar with what is to be filed.  Until an enterprise wide electronic record and archive package is available to all work units, each division is expected to identify on a common drive what their directory filing structure will be and the type of electronic records to be routinely filed there. More details on this procedure and the temporary solution for protecting important divisional e-mail messages in a centrally backed up store will be set out in a separate Administrative Instruction from ITD.

6.	Size and copies of E-mail: Please exercise restraint in the size of messages and the number of people you copy on routine replies.  Wherever possible transfer attachments in an E-mail text file, send longer messages in separate numbered parts or send a summary indicating where the full text can be accessed. It is expected practice to send copies of E-mail to those concerned or mentioned.  However, it is also important to limit the number of people you copy messages, especially to staff who supervise several people, as they are getting swamped with E-mail. 

7.	Details and Comments Requested: Other related or more detailed policy or procedural subjects will be covered in an Administrative Instruction to be issued shortly by ITD.  In a few months time a more detailed Information Circular covering frequently asked questions concerning practical implementation of the procedures with relevant annexes will also be circulated.  If you would like a copy of the table of contents or full text of the latest version of the detailed draft Information Circular to discuss in your office or to offer comments please contact ITD