Chapter 4 – Information Technology

47110.1 Policy

• The California Department of Corrections and Rehabilitation (CDCRCalifornia Department of Corrections and Rehabilitation or the department) manages an electronic-mail (e-mail) system to facilitate business communications and assist employees in performing their daily work activities. This policy outlines the approved use of CDCRCalifornia Department of Corrections and Rehabilitation e-mail and does not supersede State or federal laws or any other agency policies regarding confidentiality, information dissemination, or standards of conduct.

  • The State reserves the right to monitor and/or keep a record of all e-mail communications without prior notice.

  • Employees should have no expectation of privacy in the use of CDCRCalifornia Department of Corrections and Rehabilitation e-mail systems or in anything they store, send or receive on CDCRCalifornia Department of Corrections and Rehabilitation’s e-mail system.

  • The contents of e-mails properly obtained for discovery or management purposes may be disclosed without the permission of the user who created the message.

  • E-mail shall be retained as a business record and may be used as evidence in litigation, audits, or investigations.

  • E-mail may be subject to various types of access requests, including, but not limited to, records requests under California Public Records Act (Government Code (GCGovernment Code), sections 7920.000-7931.000), or the Information Practices Act of 1977, Civil Code (CIV), section 1798, et seq.

• High Risk Confidential Information (HRCI) shall not be transmitted using e-mail without the application of department approved encryption. Any exclusions from or modification of this requirement must be approved in writing prior to implementation by the Information Owner and/or the Office of the Information Security Officer (OISO).