Question & AnswerQ&A (ICT Memorandum Circular No. 2015-002)
The GovMail Service is provided to government employees and officials to assist in the operation of the government and deliver effective and efficient service to the general public through secure and reliable email communication.
Authorized users include all officials and employees of the government agency where GovMail is implemented, as well as other personnel authorized by the Head of the Agency.
Prohibited uses include sending emails for personal or commercial purposes, sending disruptive or offensive messages, unauthorized access or deletion of others' emails, sending bulk unsolicited emails, using the service for social networking or personal list groups, and sending classified documents unless guidelines are issued.
The Agency Personnel Head ensures GovMail service provision, posting of official emails according to RA 9485, adherence to email naming conventions, storing relevant account information, training of account holders, and preparing reports for account suspension or termination.
Division or unit emails use the format: divisionname@agency.gov.ph; Employee emails use the first name or nickname, period, last name, followed by @agency.gov.ph. For employees with the same names, additional initials may be added as per policy.
Passwords must not be shared or written down except when required, must be at least eight characters, include upper and lower case letters, numbers, and symbols; accounts lock after 10 failed attempts within 10 minutes, with auto-unlock after 30 minutes; password changes are prompted every six months.
Misuse is subject to disciplinary action per the Civil Service Commission's Uniform Rules on Administrative Cases, including possible administrative sanctions and filing of other applicable charges in court.
Yes, GovMail contents are considered confidential government communication but may be accessed by superiors or authorized officers for work, administrative, or disciplinary purposes.
All official emails are to be archived following mechanisms and policies issued by the ICT Office or the National Archives of the Philippines.
A 30-day notice is given before account termination for resignation or retirement; immediate blocking upon separation for cause, with automatic termination after 30 days.