OBJECTIVE

The increasing use of the Internet and e-mail, as well as the latest appropriate technological developments, have created a new dimension in the era of public service, especially in providing good service to customers. However, unsupervised and regular use will lead to negative impressions that are detrimental to positions, society, and the state..

This document is intended to:

1. Explain in more detail the procedures for using and managing e-mail and the Internet to all JMG employees and agents;
2. Ensuring that JMG residents practise proper, efficient, and safe use and management ethics;
3. Minimising any problems related to the use of e-mail services and the Internet.

The guidelines and procedures in this document are also constantly updated based on Public Administration Development Circle (PKPA) Number 1 of 2003, namely Guidelines Regarding Procedures for Using the Internet and Electronic Mail in Royal Agencies, as well as the Cyber Safety Plan (PKS), which is current and currently in force.

ETHICS PRACTISE E-MAIL

User E-Mail Account

1. Every employee at JMG is entitled to one official e-mail account that is registered using the address *@jmg.gov.my. Office e-mail is the official communication medium for the office, and all users have the responsibility to use this facility correctly, efficiently, effectively, and ethically at all times, places, and circumstances.
2. The procedure for creating an official e-mail account for an employee is subject to the standard naming convention that has been outlined. Each official email account name will be generated with the employee's name followed by a [.] dot symbol and the employee's father's name. The E-mail Administrator has the right to determine the name of the appropriate e-mail account for each application. For special email requests, they are subject to the approval of the E-mail Administrator.
3. All email accounts in the job email system are the property of the job. Through appointments at the rank of position, the E-mail Administrator, which consists of ICT Infrastructure and Safety Unit (ICT) employees from the Public Information Management Division, Corporate Division, and Mineral Economy, has the right to supervise and monitor the use of e-mail accounts by all registered employees.
4. All new users are required to fill out an online email application form.
5. The user is responsible for informing the Email Administrator if the user takes a long leave (including maternity leave, continuing study leave, or leave without pay), takes a long course, changes parts of JMG, or leaves JMG. Email accounts that are found to be unused or inactive for more than 30 days continuously without exception and receive notifications from the user's representative will be blocked for 30 days and then deleted from the email system.

User Mailbox 

1. The MyGovUC 2.0 email service offers a service package that can be referenced on the MyGovUC 2.0 main web page.
2. A responsible technician will assist in e-mail configuration on the applicant's PC after obtaining confirmation from the JMG E-mail Administrator.
3. Users are required to periodically maintain their e-mail mailbox, which is at least once a week, to delete all e-mails that have been read and taken action on.
4. The email administrator has the right to block or withdraw the e-mail facility for users who are found to have misused e-mail so that they receive directions from the head of the user's unit or branch regarding.

E-Mail Usage

1. Email is a convenience and should be used responsibly. The main purpose of the job e-mail system is for the convenience of official communication only. However, leeway is given if the use of the e-mail does not undermine the image of the position, is not for personal gain, and does not interfere with the employee's daily work affairs or the productivity of divisions and positions.
2. Office emails may not be misused for the dissemination or sharing of materials with elements of incitement, slander, sex, racism, or other things that violate the law.
3. Users are prohibited from sending email copies (carbon copies, or CC) to other individuals who do not need them or to group email (groupmail) positions. This will charge another individual's mailbox.
4. Users are prohibited from attaching files unless it is absolutely necessary. All attachments using the.exe,.com, and.bat formats are not allowed because these formats are at high risk of containing viruses.
5. Users need to specify the size and number of files they want to attach to an email. Email size (including attachments) cannot exceed 10MB. This is to prevent e-mail bombing or denial of service attacks on office e-mail systems.
6. For sending e-mails with attachments exceeding 10MB, users should use the attachment link sending function using the Google Drive platform.
7. For sending e-mails that require immediate action, the sender needs to use the convenience of the High-Priority function to remind recipients to take action and provide feedback as soon as possible.
8. Users are encouraged to use the Acknowledgment Receipt facility to validate the status of receiving e-mails by recipients every time an e-mail is sent.
9. Users are encouraged to use the Out-of-Office Notification facility to notify e-mail senders if the user is not at work or fails to respond to e-mail for certain reasons.
10. For important e-mails that need to be stored for long-term reference, users need to download the relevant e-mails to their respective PCs. This is to reduce the burden of storage space on position e-mails.

Groupmail Convenience

1. Each request to create groupmail for office use needs to be extended to the administrator of the email via a special memo providing complete information regarding groupmail, including backup groupmail name, name of groupmail owner, expert, justification for using groupmail, and graduation of the responsible employee.
2. Requests to create group mail are divided into two categories:
   1. Internal Groupmail 
      • Applications may be extended via a memo sent directly to the Administrative Officer via an online form.
      • Only involves sending and receiving e-mails from JMG domain users. (*@jmg.gov.my).
      • Requires approval from the unit head for applicants or groupmail owners only.
   2. External Groupmail 
      • Applications may be extended via a memo sent directly to the Administrative Officer via an online form.
      • Involves sending and receiving e-mails from JMG domain users and non-JMG domain users (*@jmg.gov.my).
      • You need to get approval from the Deputy Director or Director part of the applicant or the groupmail owner.
3. Use of group email is subject to job functions only.
4. Action will be taken if it is found that there is abuse among employees who may charge deposits on the e-mail server.

Good Management E-Mail

1. Management of user mailboxes is the responsibility of the user himself.
2. Users need to delete e-mails that have been read and taken action on. Users need to take action according to the priority level of the e-mail sent (High Priority).
3. Users are encouraged to respond to e-mails as quickly as possible, at least no more than three working days, especially those involving office customers.
4. Maintenance of the entire mailbox, including deleting e-mails in the Deleted Items folder and e-mails in the Sent Items folder, is encouraged at least twice a week.
5. Users are encouraged to create separate folders and add rules to folders for more regular e-mail reception according to the sender's name set, subject title, task category, and so on. In addition to setting rules, users can also practise methods of manually moving e-mails into folders.
6. Users are encouraged to delete e-mails that are no longer needed, especially those with attachments, to save mailbox storage capacity.
7. Users need to ensure that their address book, contact lists, and user calendars are kept up-to-date.

E-Mail Security

1. Official e-mails can be divided into two categories: official secret e-mails and official non-secret e-mails.
   1. Secret E-Mail Official
      • Emails that contain information or official confidential matters that must be protected for the sake of security are classified according to their distribution, whether Limited or Difficult. Secret Information or Big Secrets may NOT be sent via email.
   2. Non-Secret E-Mail Official
      • Emails that do not contain information or official confidential matters.
2. Users should take information regarding the classified information categories (confidential, difficult, and limited) and protect information sent via e-mail.
3. Using other people's accounts and passwords to send emails is a mistake that may be subject to disciplinary action.
4. Users are encouraged to memorise each other's passwords and not reveal passwords intentionally in their respective workspaces.
5. The password chosen must contain 12 (twelve) characters and have unique characteristics, namely a combination of letters, numbers, and symbols.
6. Users are encouraged to encrypt files before they are sent to recipients to ensure safety and prevent information leaks.
7. Users should always scan files in mailboxes with anti-virus software. Users should also ensure that the files sent via attachments are free of viruses. Files that contain viruses will quickly spread to all internal and external networks.
8. Users are absolutely prohibited from registering themselves by using official e-mail positions in mailing lists, forums, download pages, discussion pages, and so on, which causes users to receive a lot of spam e-mails in commercial, pornographic,  and other unrelated forms every day. If so, the complaint may be extended to the email administrator for further action.
9. The receipt of e-mails from any group email, web page, or forum page for personal use via the job e-mail system is not permitted. Users are encouraged to use other personal emails if they want to register and use this facility.
10. Users should avoid opening emails from unknown or questionable senders. This is to protect users and JMG ICT assets from unwanted activities such as phishing, virus threats, spamming, and other malware.
11. If the user detects or confirms misuse of the position email account, impersonation, or suspicious conduct, he or she must file a complaint with Pantadbir Email immediately. The email administrator will take necessary safety and precautionary measures to assist and prevent similar occurrences from occurring again.

USING INTERNET ETHICS

1. Every PC at the JMG office that has sufficient network cable supplies will be installed with wired or wireless network facilities. The convenience of this series is only justified for the use of JMG employees with the approval of the Network administrator.
2. Through appointments at the rank of position, the Network Manager has the right to supervise and monitor the use of the Internet facility for all JMG employees using the network service facility.
3. The Network Administrator has the right to block any web page and Internet content from time to time, especially those that have negative elements, such as pornography, games, and gambling via the Internet.
4. The Office has the right to withdraw or suspend Internet access for users who are perceived or believed to have been abused at any time.
5. The use of wireless facilities is justified for users who do not have wired network facilities at the office. For any further questions regarding the account and password for the purpose of office wireless access, the user may refer to the Network Manager or the Technician in charge.

INTERNET USE

1. Users are encouraged to make searches or access information via web pages related to their duties as lay officers only. A wise search for information can be carried out by specifying the material or matter desired and choosing a popular search engine so that the search is more efficient and gets faster response information.
2. Most sites record visitors who visit their pages. Users are encouraged to be careful when visiting any website, especially those that are prohibited or that may harm individuals, organisations, or countries. The information obtained may be used for certain purposes.
3. As a government servant, users are prohibited from visiting pornographic, criminal, and immoral pages that may defame individuals and positions.
4. As government servants, users are also prohibited from visiting pages that contain anti-royal or subversive edicts that are contrary to state law and may interfere with state security and the justice process that is being used.
5. It is the user's responsibility to check the copyright requirements of any web page visited and comply with all regulations regarding it.
6. All forms of service agreements and electronic commerce (the use of credit cards) that are carried out are the responsibility of the user. If the user is forced to obtain services through e-commerce, ensure that the provider processes the request using a secure server. This matter is very important to ensure that your credit card information is not stolen by trespassers who carry out counterfeit business activities with credit cards..

SAFETY OF INTERNET USE

1. The safe and ethical use of the Internet in the office is very important to avoid the problem of spyware, adware, trojans, and virus attacks. Misuse of Internet resources and office e-mail systems is considered misconduct that allows disciplinary action to be taken against the wrongdoing individual.
2. Users are not allowed to install, store, or download any unlicensed software in the form of entertainment and games such as gambling, hotbar, games, searchbar, gator, and so on.
3. Users are prohibited from navigating prohibited web pages, providing, loading, downloading, and storing material, text, speech, images, or other materials that contain elements of porn, politics, or a mixture of incitement and slander and may bring down the government.
4. Users should ensure their computers are free of spyware and viruses by running periodic scans, at least once a week.
5. The department only allows antivirus software. Use of any other antivirus programme will harm the rank. Any misuse will be subject to disciplinary action.
6. The use of modems and personal broadband (broadband convenience) is strictly prohibited in the office because their use will expose the office network system to the danger of virus attacks from outside networks obtained via broadband.

CONSULT SERVICE

Any difficulties that arise regarding this guideline should be referred to the ICT Safety and Infrastructure Unit, Public Information Management Office, JMG Officer, Putrajaya.

JMG E-Mail Administrator:

REFERENCE DOCUMENT

1. Surat Arahan Ketua Pengarah MAMPU rujukan MAMPU.BDPICT.700-2/36(1): “Pemantapan Penggunaan dan Pengurusan E-mel di Agensi-Agensi Kerajaan” – MAMPU, 1 Julai 2010.
2. Surat Arahan Ketua Pengarah MAMPU rujukan UPTM159/526/9 Jld.4 (60): “Langkah-Langkah Pemantapan Pelaksanaan Sistem Mel Elektronik Di Agensiagensi Kerajaan” – MAMPU, 23 Nov 2007.
3. Pekeliling Kemajuan Pentadbiran Awam Bilangan 1 Tahun 2003: “Garis Panduan Mengenai Tatacara Penggunaan Internet Dan E-mel Di Agensi- Agensi Kerajaan” – MAMPU, 2003.
4. “Malaysian Public Sector Management of Information & Communications Technology Security Handbook (MyMIS)” – MAMPU, 15 Januari 2002.
5. Polisi Keselamatan Siber (PKS) NRECC

CONCLUSION

The guidelines contained in this E-mail and Internet Use Ethics Document must be complied with in full by all users at JMG at all times.