Privacy/Proper Use of E-Mail Communication | DOLE-X ICT GUIDELINES

3.1. Privacy/Proper Use of E-Mail Communication

Confidentiality of individual elecatronic communication must be adhered excluding in cases in which explicit authorization has been granted by the department.

Workforces are prohibited from engaging in:

Obstructing the operation of government;
Intercepting the files of other employees;
Obtaining access to unauthorized accounts
Using other employee’s username and password
Deliberately forwarding sensitive or confidential departmental information or documents to webmail or other personal email accounts
Providing third-party information or material without obtaining the appropriate intellectual property
permissions
Citing or referencing the department’s users, partners, suppliers or employees without prior approval, except where such information is in the public domain
Using ICT facilities and devices to conduct personal business for personal gain or profit
Using work email addresses when creating personal website accounts or profiles

3.1.1. Access to Employee Communications

Generally, communications done by an employee using email, microsoft office applications, telephones and similar electronic media is not reviewed by deparment. However, the following conditions should be noted:

The department routinely gather logs for most electronic activities or monitor employee communications.
The deparment has its discretion to assess any employee's electronic files and to guarantee services are being used in compliance with departments policies.
Employees should not assume electronic communications are completely private. Accordingly, if they have sensitive information to transmit, they should use other means.

3.1.2. Barred Communications

Electronic media cannot be used for knowingly transmitting, retrieving, or storing any communication that is:

Sexually explicit or pornographic;
Does not impede or interfere with that employee's or any other employees' ability to do their jobs
In violation of any license governing the use of software; or
Uploading or sharing personal information, including photographs or personal details (such as names, private addresses or telephone numbers) of third parties without their prior consent
Engaged in for any purpose that is illegal or contrary to DEPARTMENT OF LABOR AND EMPLOYMENT policy or its interests.