caution, discretion when processing e-mail
A communication media that has become a staple of international
business, including the transportation department, is a powerful tool.
Used appropriately, e-mail enables the near-instantaneous sharing of
messages, documents and images.
It helps ITD employees be more productive and work more
efficiently, explains Information Technology Security Coordinator Forrest
Used inappropriately, however, e-mail can leave ITD’s
computer network vulnerable to viruses and security breaches. Escalating
use of personal e-mail slows the system, and the exchange of unlawful
material exposes individuals to punitive action (including dismissal)
and possibly criminal action.
“Don’t use it (e-mail) to accept or distribute
subject matter that is questionable,” Anderson warns. “Don’t
do anything you wouldn’t do in the presence of your boss or your
He offers the following advice to ITD e-mail users:
Do not accept or disseminate inappropriate jokes,
or subjects related to race, sex or other objectionable material.
If you wouldn’t say it out loud or send it openly in inter-department
mail don’t send it in e-mail
Do not open attachments you don’t trust or
recognize; delete them without opening.
Do not reply to unknown or unsolicited e-mail that
asks for personal information.
Be suspicious of all e-mail from unknown sources,
especially if they contain attachments or web links.
Avoid e-mail greeting cards or attachments that contain
image, music or video files unless they are work-related. (Remove
them as quickly as possible from both your in-box and the deleted
files folder on the Exchange server to prevent your e-mail account
from exceeding its size limit)
If an e-mail offer sounds too good to be true it
probably is. There is no such thing as a free lunch and too often
offers contained in e-mail are deceptive and fraudulent. Do not reply
Watch out for e-mails that seem to be from some authority
warning you about something. They are probably a hoax or another attempt
to get you to open an attachment or click on a link. If in doubt,
contact the Help Desk, District IT Coordinator or Cyber Security Office
to determine if it is real. If we send out such an alert we will clearly