NCJ Number
194700
Date Published
2000
Length
52 pages
Annotation
This special report to the New South Wales Parliament (Australia) highlights the importance of all public-sector agencies developing and implementing appropriate strategies for minimizing the improper use of corporate e-mail systems.
Abstract
The catalyst for this report was an investigation conducted by the New South Wales Ombudsman in response to alleged e-mail misuse by police. This investigation found that the police misuse of the Police Service's e-mail system was widespread. Such misuse included accessing, transmitting, and creating sexually explicit or otherwise offensive material. Although the Police Service had developed a reasonable policy concerning e-mail misuse, it did not ensure adequate implementation of the policy, such as educating its personnel about policy requirements. The Ombudsman's survey findings suggest that misuse of communication devices may be less prevalent among employees who are required to sign a declaration that attests they have read, understand, and agree to comply with the policy. Public-sector agencies must be proactive in preventing, detecting, and responding to misuse of communication devices. Measures should be instituted to monitor and control the use of communication devices, to encourage or require reporting by staff of policy breaches, and to take appropriate action in cases of misuse. Instances of misuse must be addressed in a consistent and appropriate way. Recommendations from the police investigation include the conduct of random audits of the e-mail system by police agencies, the training of officers in policies for the proper use of the e-mail system, reform of the cultural values of officers that underlie their unacceptable e-mail communications, and limiting the duties of officers who manifest unacceptable attitudes in inappropriate e-mail messages. Appended case studies and relevant policy statements and guidelines