Law Summary
Purpose
- Establish proper usage guidelines for GovMail Service.
- Promote awareness on benefits of paperless communication.
- Provide basis for disciplinary action on prohibited uses.
Scope
- Applies to all officials, employees, and authorized personnel using GovMail.
- Covers all internal and external communications via GovMail.
- Includes related features like calendar, briefcase, contacts, and access through various devices.
Definition of Terms
- Defines key terms such as Account Holder, Bulk Mail, CIO, Community Edition e-mail, Counterfeit e-mail, E-mail Account Administrator, Employees, HTTPS, IMAP, Internet, Log-in/Log-out, Mailbox, Mailing List, Password, Personnel Head, PKI, Spam, Standard Edition e-mail.
Policy
- Division or Non-Personnel Account
- Provided to organizational units for government-public communication.
- Created upon request and approval by Agency CIO, published online per RA 9485.
- Employee E-mail Account
- For official use only, creation request submitted to Personnel Head, verified by CIO.
- Account naming specified; policy provided to users.
- Inactive accounts must be certified before new requests.
- Mailing Lists
- Created upon request detailing purpose and members.
- Approved by CIO and managed accordingly.
- E-mail Naming Convention
- Official domain: @______.gov.ph.
- Office/division accounts use division name; employee accounts use firstname.lastname format.
- Procedures for duplicate employee names provided.
- Acceptable Use
- Use for official duties only; compliance with Code of Conduct (RA 6713).
- Prohibited non-official messages, must follow communication protocols and etiquette.
- Prohibited Use
- No personal jokes, rumors, unauthorized access, offensive content, commercial use.
- Bulk mail disallowed unless solicited.
- File attachments discouraged; use FileSender for large files.
- Classified documents restricted.
- No use for unauthorized access or personal social networking.
- Privacy and Monitoring
- Email content confidential, encrypted via HTTPS, IMAP, PKI.
- Government owns all data; authorized officers may access for necessary purposes.
- Archiving, Back-up and Retention
- Official emails to be archived per ICT or National Archives policies.
- Passwords
- Users responsible for password security.
- Lock-out after failed logins.
- Password complexity and periodic change mandated.
- File Sending Service
- Use FileSender for attachments >25MB.
- Files deleted after 14 days.
- Suspension or Termination
- Applies on disciplinary action, transfer, retirement, death.
- Procedures for suspension/termination outlined.
- Immediate block on separation for cause.
- Spam and Counterfeit e-mails
- Reporting and documentation requirements for investigation.
- Standard Email Signature, Event Promotion, and Disclaimer
- Standardized format and disclaimer content mandatory.
Types of GovMail Accounts
- Standard edition for Level 2 and 3 employees.
- Community edition for Level 1 employees and non-personnel.
Roles and Responsibilities
- ICT Office
- Policy communication, domain naming, support, updates, monitoring, investigations, issuance of additional policies.
- Agency Personnel Head
- Ensure service provision, publication compliance, account management, training, report preparation.
- Agency CIO
- Confirm/reject account requests, direct account admin actions.
- E-Mail Account Administrator
- Manage accounts, support users, handle spam/counterfeit reports, maintain operations, perform backups and testing, submit reports.
- Authorized Users
- Sign acknowledgment, accountable for use, report violations, secure passwords, follow naming conventions.
Technical Support and User Awareness Training
- Technical support team established by E-Mail Administrator.
- Annual training required for all account holders; new users trained before access.
Scheduled Maintenance
- ICT Office to notify agencies.
- Assist in restoration after service interruptions.
Enforcement
- Abuses subject to disciplinary action per Civil Service rules.
- Possible court charges notwithstanding administrative action.
Policy Review and Evaluation
- Annual review by ICT Office based on effectiveness, cost, and technical impact.
- Revisions for new risks or organizational changes.
GovMail Service Audit
- Annual audit by a certified information security auditor.
Related Laws, Policies, and Documents
- Annex listing related laws and policy documents.
Repealing Clause
- Repeals or modifies inconsistent prior issuances.
Separability Clause
- Invalid provisions do not affect validity of the rest.
Effectivity
- Policy takes effect immediately upon approval.