Australian Government Email Address Naming Standards and ...

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29. For more information on spam, see the Department of Broadband,Communications and the Digital Economy site:http://www.dbcde.gov.au/communications_and_technology/policy_and_legislation/spam or the Australian Communications and Media Authority (ACMA) site:http://www.acma.gov.au/WEB/STANDARD/pc=PC_310296.Security30. Correct email addresses are important in protecting the privacy and secrecy ofofficial information, by ensuring the information contained goes to the rightrecipients.31. Agencies should consult the Protective Security Manual (PSM) and the AustralianGovernment Information and Communications Technology Security Manual(ACSI 33) to ensure that they comply with the appropriate minimum ICT securitystandards for the protection of email and email systems.32. For information on the PSM see the Attorney-General’s Department site:http://www.ag.gov.au/www/agd/agd.nsf/Page/Nationalsecurity_ProtectiveSecurityManual(PSM2005).33. For more information on ACSI 33 see the Defence Signals Directorate site:http://www.dsd.gov.au/library/infosec/acsi33.html.Privacy34. The Privacy Act 1988 (Cth) regulates the handling of personal information byAustralian and ACT government agencies, and personal information held by alllarge private sector organisations, health service providers and small businesses.35. The Information Privacy Principles (IPPs) in the Privacy Act place specificobligations on agencies in relation to the collection, storage, use and disclosure ofpersonal information. Information contained in emails, and in some instances, theemail address where it contains an individual address or addresses, may fall withinthe definition of personal information and hence be regulated by the Privacy Act.Accordingly agencies should consult with their privacy contact officers whendeveloping email policies to ensure that any personal information collected by theagency is handled in accordance with the Privacy Act8
IVGUIDANCE ON ASSOCIATED EMAIL ADDRESSING ISSUES36. This part provides guidance to agencies on other email addressing issues.Agencies are encouraged to consider such guidelines when managing these issues.Display name37. The display name is the name a user wants the emails to appear from. Whencreating a display name agencies should display punctuation such as apostrophesand hyphens and capitals. For example:Display name:Joseph O’BrienEmail address:(joseph.o’brien@finance.gov.au)38. Some agencies may use the Global Address Book to show the display name. Insome cases the surname will appear first. For example:Display name:O’Brien, JosephEmail address:(joseph.o’brien@finance.gov.au)39. Where there are multiple employees with the same name, the unique identifiershould be shown in the display name, for example the Display Name forjoseph.bloggs1@finance.gov.au should be Joseph Bloggs 1 or Bloggs 1, Joseph.Responding to misdirected email40. Agency email systems, where possible, should include informative messages inbounced/undeliverable email responses to assist the sender find the correctaddress. A bounced/undeliverable email is generally a non-delivery notificationsent to the sender’s address, for example, a notification to indicate that therecipient’s address is incorrect; or that the message size exceeds allowed limitsetc.41. Below are two examples of non-delivery notification emails:Your message did not reach some or all of the intended recipients.Subject:Sent:RE: Email Address Naming Standards [SEC=UNCLASSIFIED]8/08/2007 3:58 PMThe following recipient(s) could not be reached:joseph.bloggs@finance.gov.au on 8/08/2007 3:53 PMThe e-mail system was unable to deliver the message, but did not report a specific reason. Check theaddress and try again. If it still fails, contact your system administrator.9
Page 3 and 4: Scope7. These standards apply to al
Page 5 and 6: 15. For example:john.vandeberg@fina
Page 7: IIIIMPLEMENTATION GUIDANCE20. This
Page 11 and 12: VATTACHMENTSAttachment AGLOSSARY OF
Page 13 and 14: • The SCICT will be the arbiter o

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