Roughly a month ago we started using the DLP feature of GSuite in all of our e-mail. DLP or Data Loss Prevention, as a whole, are mechanisms put in place to help prevent sensitive information from “escaping” the district via email or another mechanism.
In Gmail, that control is called Content Compliance. The content compliance setting right now is looking for anything that may resemble a social security number. Some of you may have experienced this directly as your email has been quarantined and you have been notified.
We are tweaking the settings as the emails get stopped so the quarantines make more sense. If you happen to get an email stuck in quarantine it will most likely be released fairly quickly as the GSuite admins in the District get notifications.
That being said I think this may be a good time to review Board Policy in regard to email usage. I will be referring to the Board Policy Manual Section 7000 and the Administrative Guideline Manual 7000.
Policy Manual code po7540.05 states:
“District Staff shall not send or forward mass e-mails, even if the e-mails concern District business, without prior approval of the Technology Director, principal, or other District administrator”.
Administrative Guideline Manual code ag7540.05 states:
1. General Rule: Do not put anything in an e-mail that you would not put on School District letterhead.
2. Do not forward or start e-mails with the following:
b. Pictures, or
c. Similar fun forwards intended to amuse the reader
3. Do not subscribe to the following through your District e-mail account:
a. Daily jokes
b. Daily horoscopes
c. Daily recipes
d. Vacation information
e. Similar items of information or amusement.
These are not all inclusive and staff members should refer to aforementioned articles for further review.
Alongside board policy, here are some other best practices when regard to District email:
1. Don’t use your District e-mail to register for an account on ANY website or ANY service that isn’t directly related to District business.
2. Don’t use District email to send any attachments or information that includes Social Security or Credit Card numbers.
3. Don’t respond to ANY email asking you to provide any personal information. Especially e-mails supposedly coming from a bank, the IRS, the local police, etc.
4. Don’t open an email you think maybe be suspicious
5. Don’t attempt to open or download an attachment in a suspicious e-mail.
If you have concerns about your email, please call the Helpdesk at 7990.