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Dated: 19 May 2008 Guidelines on the Use of Electronic Mail, Web and Shared File Services This document is a "work in progress" and the latest version is available at: http://www.unon.org/e-Mail-Internet-Use-Guidelines.doc The purpose of these “Guidelines” is to provide guidance on the acceptable use of E-mail, Web and Shared File Services within UNON, UNEP and UN-HABITAT. 1. Access to e-mail, Web and shared file services will be provided to all regular and temporary staff members working at the United Nations Offices in Nairobi, provided that they have access to personal computers and have proper accounts to access the departmental Local Area Network (LAN) servers. It can also be provided to affiliated contractors under the respective contractual arrangements governing their work for the Organization. 2. The use of e-mail, Web and shared file services is provided primarily for conducting official business for the United Nations. Limited personal use of email and the Web is permitted provided that it does not interfere with professional responsibilities, work time and does not adversely affect the delivery of network services. 3. The use of e-mail and the Web is not permitted for any purpose relating to pornography, gambling, drugs, violence and hate sites. To this end, UNON/ITS will install software that will automatically block access to these categories of sites. Furthermore, e-mail may not be used for sending junk e-mail (i.e. mail sent unsolicited and is not wanted by the recipient, e.g. adverts, political and religious tracts) or chain e-mail (variant of junk email that exhorts you to pass it to other people; often contains warnings of the dire consequences if you don't pass on the message). 4. E-mail is largely an informal mode of communication. It is the responsibility of the sending and receiving offices to determine the extent to which e-mail communications can be accepted as formal correspondence. This is also true when communicating with outside parties connected to the Organization’s e-mail system. 5. Because of the nature of the Internet, staff members should know that the security and stability of Internet connections cannot be guaranteed. If security-sensitive messages are to be exchanged over the Internet, both parties, sender and recipient, should understand these limitations. 6. In order to avoid serious problems in the flow and delivery of e-mail messages, staff are requested to minimize the length of e-mail messages. Downloading bandwidth hungry services like ‘real audio’, ‘real video’ and movies via the web are denied by default and only enabled for SMs who are involved in information dissemination. 7. Any file created on a personal computer can be transmitted as an attachment to an e-mail message. Owing to system constraints, the total size of attached files for official United Nations business should not exceed four megabytes (10,000,000 bytes). Staff are encouraged to use space reducing utilities like pkzip or winzip in order to minimize the size of attachments. For transmitting larger files, a File Transfer Protocol / Web site has been established and details on its use can be found in Annex 1 of this document. 8. Staff members are advised to keep their total mailbox size to within 200 megabytes. The e-mail system is configured to do a monthly system level archive which transfers all messages older than 18 months to the user’s archive mailbox on the archive server. 9. Broadcasting of e-mail messages to all e-mail users at the United Nations Office at Nairobi or to all staff members of an agency is supported provided that the messages relate to office policy matters or contain time critical information and that the subject matter is not controversial. Details on sending broadcast messages can be obtained by contacting the ITS/Helpdesk, however, staff members are advised that the content of such messages are previewed prior to being released. Staff are encouraged to make use of the UNON Bulletin Board for broadcasting messages that do not contain time critical information. 10. Network File Services are provided to facilitate sharing of files among staff and to ensure reliable backups of staff members’ data files. Each user is provided with 100 megabytes of personal network file storage space (for UNEP, H:\"Office or Division"\"Username"; for Habitat, H:\habitat\"Username") which is only accessible by the user. Each division is provided with 100 gigabytes of shared network file storage space in drive K which is different for every division. and accessible to all staff members within an Office or Division. Staff are encouraged to regularly delete unwanted files from Network Storage File Systems. In addition to network file storage, staff members are encouraged to use CD-Writers for file sharing and storage. 11. All e-mail, Web and shared file services are supported at the United Nations Offices in Nairobi only during regular working hours. Any problems may be reported to the ITS/Helpdesk at extension 6065. Should support or availability of the e-mail, Web and shared file services be required outside regular working hours for a special event such as a conference, the respective department or office should submit a request via e-mail or in writing to the Chief, ITS. 12. For the purpose of capacity planning and for generating usage statistics, all e-mail transfers and Web access are logged on the server. The following data is stored for each e-mail transfer: date/time of transfer, sender address, recipient address, size of message and status of transfer. Regarding web access, the following data is stored: name of PC form which access was initiated, name of target site, date/time of access, file (URL) that was accessed and size of file accessed. Annex 1 Instructions for the use of the File Transfer Protocol (FTP) and /or Website for transmission of large files 1. The ftp site which will allow anonymous ftp access is ftp://ftp.unon.org SMs wishing to transmit large files are advise to first compress the file using PKZIP or WINZIP and save it in h:\ftppub\outbox and then send an e-Mail to the recipient advising him/her of the file name and the site name as ftp://ftp.unon.org/outbox