1. A. Each agency should adopt and disseminate to the employees the agency policy governing the proper use of email, messaging, and collaborative software. The policy should:

   1. 1. define official use and set limits on personal use of agency email, messaging, and collaborative software;
   2. 2. prohibit the use of agency email, messaging, and collaborative software to promote discrimination (on the basis of race, color, national origin, age, marital status, sex, political affiliation, religion, disability or sexual preference), promotion of sexual harassment, or to promote personal, political, or religious business or beliefs;
   3. 3. prohibit employees from sending electronic messages under another employee's name without authorization;
   4. 4. prohibit the altering of electronic messages including any attachments;
   5. 5. establish the agency process for storing and maintaining electronic messages for the duration of the message's retention period;
   6. 6. alert users of an agency's electronic messaging systems that they should not expect a right of privacy and that electronic messages may be monitored for compliance and abuse; and
   7. 7. establish which messaging services and collaboration softwares are acceptable for use in conducting agency business.

Authority Note

AUTHORITY NOTE: Promulgated in accordance with R.S. 44:405.

Historical Note

HISTORICAL NOTE: Promulgated by the Department of State, Office of the Secretary of State, Division of Archives, LR 29:959 (June 2003), amended LR 51:1879 (November 2025).