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mailbox or as an MSG file on a network file share. <br />8.4.9 Shared email accounts <br />A shared email account is defined as multiple users having access to one email account, <br />i.e.,the department's public email account aeeess--te--aseeunts-listed on the eeunty's- <br />County's public-web-site:Ídepartment--namel@co.kittitas.wa.us. <br />1.Access to shared email must be requested by the DHIEO. <br />LGFeup-Sharedemail access will be limited to 5 individuals. <br />3.Verification of need,monitorinq,and employee access will be provided by the <br />overseeinq DH/EO annually. <br />8.4.10 Review and Automatic Replies <br />Email accounts must be reviewed frequently to ensure proper public records request <br />response and customer service.If an email account cannot be reviewed on a weekly basis, <br />employees shall use an out-of-office automatic reply to notify senders how to obtain timely <br />assistance. <br />8.5 Responsibilities <br />8.5.1 DHIEO <br />1.Process public disclosure requests for email maintained by their department. <br />2.Request access to shared email for each required employee from IT. <br />8.5.2 Employees <br />1.Send and receive eeuntyCounty email through a eeanty-County email <br />aseeantsystem. <br />2.Retain eeunty-County email based on content according to their department's <br />retention schedule and document management policy. <br />3.Not use eeënty-County email systems for personal use. <br />4.Monitor filtered messages for mistakenly filtered email. <br />5.Delete any SPAM or junk-mail received. <br />6.Not click on unknown or unexpected links or provide sensitive information unless the <br />requester and method are authenticated. <br />7.Not auto archive eeunty-County email. <br />8.Store eeënty-County email in the County email system <br />ther-manbex or as an MSG file on a network file share,and not in PST files. <br />9.Not transmit copyrighted materials without permission of the copyright owner. <br />10.Encrypt confidential information sent via-outside the County Exchanqe email system. <br />8.5.3 IT <br />1.Facilitate processing public disclosure requests by providing departmental access to <br />email accounts. <br />2.Provide investigative and audit access based on an approved CAMAS -Request for <br />Access to Network Records form or valid court order. <br />3.Provide DHIEO access to their terminated employee's archived Exchanqe email as <br />40