2020 Archdiocese of Atlanta Employee Policy Manual/September 2020 - Manual / Resource - Page 45
Internet, Email, and Document Management
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The Office of Archives and Records (ARC) has published a policy Standard Use Names of
Chancery Offices and Ministries (with abbreviations). ARC lists the standard names for
departments within the Chancery. Included are the various ministries run by the
Archdiocese and a separate list of related corporate entities. The most current version of
this list can be found here: https://archatl.com/wp-content/uploads/2020/04/arcstandard-names-offices-ministries-20230306.pdf
All activities must be appropriate, presenting a positive, professional image of both the
user and the AoA.
Users must ensure that their conduct in public forums, email, and the Internet conforms to
the teachings of the Catholic Church.
The unauthorized use, installation, copying or distribution of copyrighted, trademarked, or
patented material on the Internet is expressly prohibited.
Users are reminded of the potential confidentiality of the message content and must use
prudence before forwarding. Information is based on “need to know”.
Data leakage. Use of External Data Storage (i.e. “Free-Subscription”) in the cloud such as
OneDrive, Dropbox or Google Docs poses a risk to loss of control to potentially sensitive
data. Its use must be strictly controlled by the AoA department heads. The only filesharing cloud storage site that is currently approved for work use is the AoA’s licensed
version of Microsoft OneDrive.
All users connected to the network have a responsibility to conserve computer resources
such as bandwidth and storage capacity. The user must not deliberately perform acts that
waste computer resources or unfairly monopolize resources to the exclusion of others.
These acts include, but are not limited to, sending mass mailings or chain letters, spending
excessive amounts of time on the Internet, playing games, engaging in online chat groups,
uploading or downloading large files, accessing streaming audio and/or video files, or
otherwise creating unnecessary loads on network traffic associated with non-work-related
uses of the Internet.
Users or ministries requiring the mass mailing of information to parishes or individuals
need to consider the use of Mail Chimp or Constant Contact (Stewardship) to prevent
internal AoA internal security features from shutting down mass mailings as flooding. The
use of these mail platforms can be obtained by contacting the Office of Communications.
Users are encouraged to reduce your Outlook’s clutter. Five helpful tips for you to utilize in
cleaning up Outlook to make for a more enjoyable user experience. With these tips,
reducing clutter from your inbox will free up space have Outlook running far more
efficiently.
o Recognize the size of your mailbox
o Manage Sent Items
o Get Rid of Junk Emails
o Save Attachments to your network share drive
o Empty the Deleted Items folder (unless the organization is under a current litigation
hold – please refer to the Office of Archives & Records for more information)
Under the current Microsoft 365 E1 license platform, users are limited to a maximum
mailbox size of 50 GB. Mailboxes are not intended to be data repositories for attached files
