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Idaho Transportation
Department
Public Affairs Office
P.O. Box 7129
Boise, ID 83707
208.334.8005
Fax: 208.334.8563
Email


Use 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 Anderson.

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 spouse.”

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 to them.
  • 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 identify ourselves.

 

 

Published 04-07-06