A. Defined. For the purpose of these Rules, electronic mail or “e-mail” is a message or electronic file sent or received by a person using an OCIS e-mail account and is considered a “resource” for the purpose of these Rules. An OCIS e-mail account is a service supervised by the MIS. That service provides computer access to the Internet and/or an OCIS supervised network for the purpose of sending or receiving electronic messages or files by OCIS users.

B. Non-Privacy of E-Mail. Users are cautioned that electronic mail via OCIS should not be regarded as a private communication between the user and recipient because other persons may be able to have access and read the communication. Unless otherwise authorized by the Administrative Director of the Courts, or by the judge in the underlying case, Internet e-mail (e-mail that originates from an OCIS e-mail account and is sent to a recipient outside of the OCIS network) shall be encrypted if the information is confidential. However, nothing herein shall be construed to waive any confidentiality, privilege, or other protection governing judicial communications or court data, including e-mails or other records.

System-generated messages, including e-mails related to online payments, electronic filing, and information exchange protocols (IEPs), may be transmitted in unencrypted format as necessary to accomplish the particular purpose. Users shall not make unauthorized changes to automated messages, or use system-generated e-mail messages for unauthorized purposes.

C. Content and Form of Messages. The content of all e-mail shall be professional and courteous. All e-mail sent by a person using an OCIS e-mail account shall include as a part of the message; 1. the name of the person sending the message, 2. the sender's position or title, 3. the sender's place of employment or affiliation, 4. the sender's e-mail address, and 5. the sender's business telephone number.

D. OCIS Account Holders to Manage E-Mail Resources. The following suggested guidelines are for the purpose of maximizing OCIS resources for all persons using OCIS e-mail accounts. The MIS may limit an account holder's access to OCIS services if that person uses a disproportionate amount of OCIS resources by that person failing to properly manage assigned resources. E-mail should be checked regularly, unwanted messages deleted, and e-mail kept in electronic mailboxes should be kept to the minimum required to support each user's business needs.

E. Appropriate Use of E-Mail Accounts and Internet Access. In addition to the provisions of Rule 5 of these Rules the following additional provisions shall be used to determine appropriate use of an OCIS e-mail account or OCIS provided Internet access. The following will be used to determine if remedial action pursuant to Rule 3 will be taken, and if any other supervisory action by the Chief Justice or the Oklahoma Supreme Court is appropriate.