D. 20 Use of Electronic Mail.doc

D.20 36C25721R0019

DEPARTMENT OF VETERANS AFFAIRS

NORTH TEXAS HEALTH CARE SYSTEM

June 15, 2017

549/IT

VANTHCS MEMORANDUM NO. IT-06

USE OF ELECTRONIC MAIL

1.

PURPOSE:

The purpose of this memorandum is to establish policy, responsibility and procedures relative to the use of electronic mail at the VA North Texas Health Care System (VANTHCS) within the Veterans Health Information Systems & Technology Architecture (VISTA) and within Microsoft Outlook.

2.

POLICY:

It is the policy of VANTHCS that e-mail is intended for the purpose of official business; electronic mail systems; including but not limited to Veterans Integrated Software Technology Architecture (VistA) and Exchange (MS Outlook); and will be used by authorized personnel only. All employees are subject to the provisions of 36 CFR (Code of Federal Regulations) as it pertains to e-mail.

3.

PROCEDURES:

a. Electronic Mail and Privacy: No expectation of privacy or confidentiality is offered. Since privacy is not guaranteed, any communication with patients via email is prohibited, as is the transmission of any unencrypted Patient Health Information (PHI) or Individually Identifiable Information (III). Users should contact their Automated Data Processing Applications Coordinator (ADPAC) to get encryption capability for e-mail. E-mail messages are government property and VANTHCS’ officials have access to those messages whenever there is a legitimate official purpose for such access. E-mail can be subpoenaed and used as court evidence.

b. E-mail Precautions and Etiquette: To ensure continuous availability and maintain security of the e-mail system, users will adhere to the following rules of behavior and “good manners” when sending e-mail messages or receiving and previewing e-mail messages:

(1) When sending to an e-mail group, remember that many people are reading the message and that every response generates another message. While “thank-you” and “acknowledged” messages are very polite, they may be an annoyance to others. In every case, the sender may check acknowledgment through the ‘Query’ function in VistA or by requesting “confirmation” from the system when an exchange message is read. Senders should equally be aware that they can make informational messages “information” in VistA and Exchange and thereby control the number of unnecessary or unwanted responses.

(2) Do not “reply to all” unless the user’s reply is required by all those included for cc: (copy to) or in e-mail groups that were included in the message you have received.

(3) Remember to stick to the topic. If another topic comes up, it may be advantageous and considerably less annoying to send another message, particularly if the audience of interest is a smaller group.

(4) Remember that messages may be forwarded to an audience for which it was not intended. Messages can be made “closed” or “confidential” in VistA and Exchange, which would prohibit forwarding or copying; however, there is always the possibility a printed copy of the message may be inappropriately forwarded.

(5) Remember to clean up mailboxes and delete unwanted messages as soon as feasible.

(6) Remember to include a “subject” on all messages sent to ensure that the audience will know what the message is about.

(7) Do not open attachments to messages that have suspicious sets of addressees, have a suspicious subject, or from senders you would not expect.

(8) Do not send or respond to “chain” e-mails, solicitations, or messages that are sexually explicit, derogatory to any groups or races, or political in nature.

(9) Do not send or participate in e-mails that are hostile to others or create a hostile workplace.

4.

RESPONSIBILITIES:

a. Facility Chief Information Officer, Information Technology Service (FCIO): As delegated “system owner”, the FCIO is responsible for provision and maintenance of the overall electronic mail system and networks. He/she is responsible to provide policy and guidelines governing access to the system.

b.

Information Security Officer (ISO): The ISO is responsible for providing expert advice to the data owner and the system owner as they implement their procedures and in reporting security violations.

c. Director: As data owner, the Director is ultimately responsible for granting user access and for the actions of users. Access and responsibility for use behavior may be delegated to service chiefs. Through their ADPAC, service chiefs are responsible to ensure that access to the electronic mail system is requested for those employees who require its use in the performance of their duties. Service chiefs are responsible to ensure employees under their supervision adhere to all policies and guidelines regarding its use.

d.

Employees Who Use Electronic Mail: Employees are required to exercise common sense, good judgment, and propriety in the use of e-mail.

5.

REFERENCES:

VA Directive 6301, “Electronic Mail Records”, dated April 24, 1997; VA Handbook 6301: “Procedures for Handling Electronic Mail Records”, dated July 6, 2006.

6.

RESCISSION:

VANTHCS’ Memorandum No. IT-06, dated May 15, 2009.

Kendrick Brown

Interim Director

Distribution “A”