Employees and other parties must use the Trust approved email software e.g. Microsoft Outlook or NHS Mail.
5.1 Purpose of Your Email Account
The Trust provides authorised users with an email account to assist and support communications relating to the business of the Trust, or other NHS organisations. Trust email facilities must only be used for Trust business, or for limited incidental personal use. Please refer to Appendix A.
The Trust email system must not be used to send games, jokes, video clips, chain mails or any other files that aren’t directly related to the Trust’s business purposes. It should be noted that the Trust’s email system automatically generates audit logs which can record copies of the email sent, record the sender, the recipient and size of all email messages sent and received. These logs are screened and any activity trends which contravene this policy are brought to the attention of the appropriate line manager for possible further action.
5.2 Email System Passwords
All users of the Trust IT network will be issued with a network username and password, both of which are necessary to access a Trust email account. New users will be given a default password and will be prompted to change this during their IT Induction Training. A user must not divulge their password to any other person. Sharing passwords is strictly forbidden. The use of passwords affords important protection against unauthorised use or access to the IT network, systems or email, confidential patient and staff data, as well as corporate records.
If a breach of security or an instance of inappropriate use is recorded under a staff member’s username, the burden of proof will be with the member of staff to show that you are not responsible for the breach.
5.3 Accessing Someone Else’s Email Account
The email system within the Trust allows a user to ‘delegate’ access to another user(s) – before going on holiday for example. If the requirement for access was not foreseen and
no other available user has delegate access, emergency delegate access may be requested for purpose of managing emails received by the absent party. This can be done by obtaining written authority from the line manager or the directorate manager of the absent party.
This must be sent via email to the IT Service Desk at ITservicesdesk@salisbury.nhs.uk and will be authorised by the Information Governance Manager or Information Governance Officer, or one of the Informatics Senior Managers.
5.4 Out of Office Replies:
All authorised users are required to use the ‘Out of Office’ facility to improve communication during absences, or where the authorised user has left the Trust. The email system will then send an automatic response to anyone who has emailed the user during their absence. The out of office email must contain an alternative point of contact
and ideally, a period for which the authorised user will be absent. The reason for absence should not be included. For Example:
Thank you for your email. Jane Smith will not be available to collect emails between the 25th December 2014 and 1st January 2015. During this period you may wish to contact David Jones, who can be reached on 01722 336262 ext xxxxx or XXXXX@salisbury.nhs.uk.
5.5 Automatic Forwarding of Emails:
To ensure the confidentiality, security and integrity of sensitive personal information and/or corporate information, staff are not permitted to automatically forward their emails from their salisbury.nhs.uk account, to any other email account.
5.6 Forwarding & Replying to Emails:
Best practice when forwarding emails is to always review the content before doing so. Consider whether the information it contains is confidential to the Trust, or an individual.
Therefore, when replying or forwarding emails, review the information carefully and delete confidential, excessive, irrelevant, sensitive, or personal information not required before you send it. Always include a full signature, include your telephone number and department details where applicable.
When replying to emails, try to avoid the use of ‘reply to all’ unless it is absolutely necessary. All recipients don’t necessarily all need to, nor have the legal right know the details and contents of the email, plus this will reduce the number of irrelevant emails sent/received.
5.7 Standard Email Signatures
In order to improve communication and efficiency within the Trust and to ensure recipients such as the visually impaired amongst other, receive a consistent Trust standard, all staff are required to ensure that all emails sent within, or externally to the Trust contain an appropriate signature and contact information as detailed below:
The style and font used must clearly legible and professional. Elaborate or pictographic styles or fonts must not be used.
5.7.1 Internal Signature must contain:
Internal Extension Number
5.7.2 External Signature must contain:
Salisbury NHS Foundation Trust
Salisbury District Hospital
Tel: 01722 336262 Ext:
5.8 Personal Email Addresses
All staff are required to use the Trust @salisbury.nhs.uk or @nhs.net email accounts for business related correspondence. The use of personal email addresses such as, but not limited to; hotmail, Gmail, Googlemail, yahoo etc, for the purposes of undertaking Trust business is not permitted. These and many personal email facilities do not offer suitable levels of security and could potentially lead to a significant breach of data protection legislation.
5.9 Broadcast Emails
The broadcast email facility within the Trust provides a quick method of disseminating information to the greatest number of staff, in the shortest possible time frame.
The use of broadcast emails must be limited to Trust wide issues, which either all staff or large parts of the organisation must be made aware of, such as Cascade Briefings, changes to policies or procedures etc. Over use of this facility will result in a dilution of the effectiveness of such communications.