Electronic Communication Transmission Policy

Last updated: 06 April 2025
Approved by: National Council of the Ta-Seti Nation
Applies to: All members, national council members, employees, contractors, volunteers, and affiliates of the Ta-Seti Nation who use Ta-Seti Nation’s email and communication systems.

1. Purpose

This policy governs the use of email and other electronic communications for official Ta-Seti Nation business. It is intended to:

Ensure professionalism, consistency, and accuracy in electronic communication
Protect confidential and sensitive information
Comply with applicable legal requirements under U.S. and Florida law, including the Florida Information Protection Act (FIPA)
Promote secure and respectful use of digital communications systems

2. Scope

This policy applies to all digital transmissions sent from, received by, or stored in official Ta-Seti Nation systems, including but not limited to:

Organizational email addresses (e.g., @tasetination.org)
Messaging systems and platforms (e.g., Google Workspace, Microsoft 365, Slack, Teams)
File-sharing services (e.g., Google Drive, OneDrive, Dropbox used for official purposes)
Internal newsletters and group messages
Official communication with members, partners, the public, or external organizations

3. Acceptable Use

Authorized users must ensure all electronic communications:

Reflect the values and mission of the Ta-Seti Nation
Are written clearly, professionally, and without offensive or discriminatory content
Are only used for official business, except for limited personal use that does not interfere with duties
Follow proper etiquette and tone appropriate for the intended audience
Do not contain false, misleading, or unauthorized statements
Avoid large file attachments unless necessary (use links or shared drives when possible)

4. Confidentiality and Privacy

Users must:

Mark communications containing confidential, sensitive, or personal data as CONFIDENTIAL
Use encryption or secure file transfer when transmitting personally identifiable information (PII) or protected documents
Never send passwords, social security numbers, or sensitive financial data in plain text
Comply with the Ta-Seti Nation’s Privacy Policy, Confidentiality Policy, and Data Security Policy when sending or forwarding emails

Email is not private. The organization reserves the right to monitor messages in accordance with applicable law.

5. Security Requirements

To protect organizational data:

All communication systems must use SSL/TLS encryption
Users must use strong passwords and enable multi-factor authentication (MFA) where available
Devices used to access Ta-Seti Nation email must be protected by up-to-date antivirus software and firewalls
Emails should not be accessed from public or unsecured Wi-Fi unless via a secure VPN
Suspicious emails must be reported immediately to Office of Safety and Security Management (ossm-jftsn@tasetination.org)

6. Prohibited Activities

Users are strictly prohibited from using Ta-Seti Nation communication systems to:

Transmit unauthorized or confidential documents outside the organization
Harass, intimidate, or defame others
Share political or religious propaganda in official capacity
Send chain letters, spam, or mass mailings without authorization
Forward organizational documents to personal email accounts without written approval
Upload or transmit malware or malicious links intentionally

7. Email Retention and Records

All email communication related to official decisions, policies, agreements, or governance must be retained according to Ta-Seti Nation’s Records Retention Policy
Users must not delete emails required for auditing, legal, or operational purposes
Emails classified as records must be stored in searchable and secure archives

8. Violations and Remedies

Any violation of this policy may result in:

Verbal or written warnings
Suspension or revocation of email and communication access
Termination of employment, membership, or contract
Civil or criminal prosecution if actions violate state or federal laws
Required cybersecurity retraining or policy acknowledgment

Each violation will be evaluated based on intent, harm, and repeat behavior.

9. Policy Review and Updates

This policy will be reviewed annually or sooner as needed based on changes in law, technology, or organizational need. All users will be notified of updates and may be required to acknowledge the revised policy electronically.

10. Contact for Questions or Incident Reports

Office of Technology and Communications Management
Email: otcm-jftsn@tasetination.org
Website: https://tasetination.org