2020 Archdiocese of Atlanta Employee Policy Manual/September 2020 - Manual / Resource - Page 46
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(Voicemail, PowerPoint, Word or Excel documents). Attachments are to be saved to your
network share drive or OneDrive. AoA users will periodically review ‘Sent Items’ folder
and ‘Junk Mail’ folders. New users being on-boarded are highly encouraged to attend the
Archives Orientation for email management best practices.
While on-site at the Chancery and using AoA network services, users’ personal email
access on our network is prohibited, but allowed on chancery Wi-Fi.
Users email signatures are standardized by the Office of Communication and IT and follow
the AoA branding code.
Remote Access
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Access: The Office of Information Technology must be contacted to set up remote access to
the Archdiocese of Atlanta via your work laptop or home computer. Submit a ticket to IT.
Your remote access is both password-protected and required authentication (using DUO).
You will be required to enter your credentials and authenticate every time you login. This
function is mandated by the auditors and the cybersecurity insurance agency and may not
be disabled for security reasons.
Personal Equipment / Infrastructure used to gain access to the Chancery systems must
meet certain criteria. If not using AoA-issued equipment to gain remote access (of which
there is a very limited supply), users’ personal equipment will need to meet the minimum
requirements. Users can use Windows based either PC’s or IOS Apple computers to
remotely connect to the AoA network.
Network Drives: When working remotely, be sure to file your documents on backed-up
network drives, as you would when working in the office. You should file departmental
records on the M: drive. Work that is in-progress may be stored on your personal U: drive.
You may use the S: drive for temporary sharing of non-confidential files across Chancery
departments.
Personal Laptops and Home Machines: Do not file work-related materials on your personal
laptop or home machine’s local drive, also called the C: drive. This includes your Desktop
and the “Documents” folder. Only file work-related data on the network drives, once you
have remotely accessed the network. Your personal laptop and home machine are not
routinely backed-up by IT, and you will lose work and data if these machines become lost,
damaged, or compromised.
Email Forwarding: Do not auto-forward emails to a personal email account, or use an email
account for work that is not managed by the Archdiocese. Some examples of outside email
providers are Gmail, Hotmail, AOL, and Yahoo.
Cloud Storage: The only file-sharing cloud storage site that has been approved for work use
is AoA’s licensed version of Microsoft OneDrive.
If you regularly forward and store work-related documents in an unsanctioned cloud
storage account, or personal email account, those accounts could potentially be subpoenaed
and searched during the discovery process of a litigious event.
Once you have completed your remote session, be sure to close down the connection by
right clicking on the Windows start button (bottom left corner) and performing the
following: Choose “Shut down or sign out” and “Sign out”. Be sure you are performing
these steps on your remote desktop session (i.e. your Chancery PC) - not on your local
system and never choose “Shut down” from the second pop-up or you will shut down your
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