GENERAL ORDERS LINCOLN POLICE DEPARTMENT
SUBJECT: ORGANIZATION & ADMINISTRATION
TITLE: ELECTRONIC MAIL
EFFECTIVE DATE: AUGUST 1, 2025
REVISION DATE:
ACCREDITATION: ALABAMA ASSOCIATION OF CHIEFS OF POLICE (AACOP)
APPROVAL: CHIEF SCOTT BONNER
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ELECTRONIC MAIL
204.1 PURPOSE AND SCOPE
The purpose of this policy is to establish guidelines for the proper use and application of the electronic mail (email) system provided by the City of Lincoln.
204.2 POLICY
Lincoln Police Department members shall use email in a professional manner in accordance with this policy and current law (e.g., Alabama Public Records Law) (Ala. Code § 36-12-40; Ala. Code § 41-13-1). It is the responsibility of each employee to maintain the content of their email. Each employee shall check their email during every shift to ensure that all departmental notifications are received.
204.3 PRIVACY EXPECTATION
Members forfeit any expectation of privacy with regard to emails accessed, transmitted, received or reviewed on any department technology system (see the Information Technology Use Policy for additional guidance).
204.4 RESTRICTIONS ON USE OF EMAIL
Messages transmitted over the email system are restricted to official business activities, or shall only contain information that is essential for the accomplishment of business-related tasks or for communications that are directly related to the business, administration or practices of the Department.
Sending derogatory, defamatory, obscene, disrespectful, sexually suggestive, harassing or any other inappropriate messages on the email system is prohibited and may result in discipline.
Email messages addressed to the entire Department are only to be used for official business-related items that are of particular interest to all users. In the event that a member has questions about sending a particular email communication, the member should seek prior approval from a supervisor in his/her chain of command.
It is a violation of this policy to transmit a message under another member’s name or email address or to use the password of another to log into the system unless directed to do so by a supervisor. Members are required to log off the network or secure the workstation when the computer is unattended. This added security measure will minimize the potential misuse of a member’s email, name or password. Any member who believes his/her password has become known to another person shall change their password immediately.
The Public Records Officer shall ensure that email messages are retained and recoverable as outlined in the Records Maintenance and Release Policy (Ala. Code § 41-13-23).
204.5 EMAIL RECORD MANAGEMENT
Email may, depending upon the individual content, be a public record under the Alabama Public Records Law and must be managed in accordance with the established records retention schedule and in compliance with state law (Ala. Code § 36-12-40).
The Public Records Officer shall ensure that email messages are retained and recoverable as outlined in the Records Maintenance and Release Policy (Ala. Code § 41-13-23).
These policies and operating procedures are not designed to cover every possible scenario or situation in society, but rather to define standard operating procedures for members of the Lincoln Police Department. These guidelines are subject to past, present and future judicial review. These guidelines can be amended and or repealed by the Chief of Police as necessary. The policies and procedures herein provided supersede all previous policies and orders.
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