Email Protection

Email should never be considered truly secure because once an email is sent: the sender loses control over the distribution. These are some of the best practices that you can incorporate into your daily routine to use email safely:

  • Avoid emailing where ever possible personal or confidential information
  • If it is necessary to transmit personal or confidential information via Email, you should:
    • Ensure that the Email is not accidentally sent to the wrong recipient
    • Reduce the number of recipients on a ‘need to know’ basis
    • Take all possible steps to mask or remove personal identifiers
    • Use a password protected (encrypted) zipped file
  • Never email government information to your personal or home Email account (e.g. G-mail, Rogers, etc.)
  • Check the OCIO website for instructions on encrypting files  (1.1 MB)

Using Webmail Safely

Webmail allows an employee to access their government Email account from outside the government network using the Internet. However, since the Internet is publicly accessible it is also unsecured. As such, users should exercise caution when using webmail. Here are some key points to consider:

  • Do not access webmail on public computers (e.g. kiosks, public work stations, airports, hotel business center’s etc.)
  • If checking webmail on a non-government computer, you may only view attachments using the webmail viewer
    • clicking the file name in the email message will open the file in the viewer
  • Do not save attachments when using webmail on non-government computers such as your home computer
  • Ensure you completely log out of your account when no longer in use.
  • Close the web browser

For further information, discuss with your manager or your department’s information management staff. General inquiries can be directed via Email to IM@gov.nl.ca.

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