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Ir. Tuan Haji Mohd Khosim bin Hj.
Ikhsan
atau En. Mohd Nisam bin Abdul Wahid |
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Form Downloading ::
JPS Negeri Pahang E-mail Registration Form |
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E-MAIL USAGE GUIDE |
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1. |
Electronic mail or e-mail is the application that enables people to communicate in electronic messaging. This e-mail application is widely used in making a two way communication faster and for the usage of simple writing. |
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2. |
Every government servant has their own official e-mail that is used for official matters and is registered under the government agencies. One of the official e-mail addresses is pro@jpsphg.gov.my. Official e-mail can be divided into two categories: confidential e-mail and non confidential e-mail. |
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(a) |
Confidential E-mail |
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E-mail that contains information or officially confidential matters that has to be protected for safety, and can be divided into certain categories: Limited, Private, Confidential, Secret or Big Secret. |
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(b) |
Non confidential e-mail |
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E-mail that does not contains any secretive information. |
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3. |
Every agency needs to have e-mail address to allow the public to contact with them for any enquiries, complaints or giving suggestions. Example of the particular agency is as follows: pro@jpsphg.gov.my |
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4. |
Below is the methods of how a government agency should use the e-mail service. |
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(a) |
Owning An E-mail Account |
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Owning an e-mail account is not ones absolute belonging. It is an amenity that is bond to the rules and regulation of the department and it can be re-possessed if its usage disobeys the rules and regulation that has been made. Only a certain e-mail account or e-mail address provided by the department can be used. The usages of others e-mail account or shared e-mail account is strictly forbidden. |
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(b) |
Format |
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E-mail is one of the government official channels for communicating. This means, every e-mail has to have the file reference, date and the official logo. The example of the formal non confidential e-mail is on the Appendix A and the formal confidential e-mail is on Appendix B.
The usage of the capital letters on the e-mail is considered to be unethical. User should use the correct way of writing in e-mail to ensure that the message is using the correct tone, simple and courteous language.
User should also make sure that the content of the e-mail is somehow related to every matters concerned before sending it. |
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(c) |
Delivering |
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Official e-mail should be delivered using the official e-mail account and the user has to check the receiver’s address. User can sent copies using the Courtesy Copies (cc) if the e-mail is intended to be received by other receivers. However, users are advised not to use the Blind Courtesy Copies (bcc).
/Reply/ is used to replying the e-mail to the sender and /Forward/ is used to send the message to another recipients. Every e-mail received should be replied in 4 days from the date of received. The usage of the automatic e-mail answering can be considered by the department when going off station for a long period. |
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(d) |
Delivery with an attachment file. |
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Sender should always send an attachment file, for example attachments of minutes of meetings file and try to avoid sending or receiving more than 2 megabytes attachments. It is advisable to minimize the file size if needed. |
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(e) |
Receiving |
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User has to avoid opening e-mails from unknown sender. |
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(f) |
Check the user ID |
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Every user has to identify the user identity that is communicating with him/her before continuing the communication and information transaction through e-mail. This is to prevent the government secret from any misuse. |
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(g) |
Storage |
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Every official e-mail that is sent or received should be kept according to the agency managing electronic filing system.
User has to make sure the quantity of the e-mail kept in the inbox does not exceed the storage limit and keep only the important e-mail. Copies of e-mail can be kept into disc for safety reason. |
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(h) |
Deleting |
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Unimportant e-mails or e-mails that do not have any archive values can be deleted from the inbox. (i.e.: proposal draft, minutes of meetings draft, notice and brochure). |
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Date and Time |
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Before a message is sent, check the date and time of the computer system and make sure it is correct. |
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5. |
User is prohibited from disobeying any of the ethics of using the government official e-mail as : - |
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(a) |
Using others e-mail account, sharing e-mail account or giving the a-mail account to others; |
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(b) |
Using false identity or disguising as a sender; |
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(c) |
Using e-mail for commercial or political means; |
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(d) |
Sending or keeping any materials that is forbidden by law for example porn, gambling or crime material; |
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(e) |
Sending and involve in instigation e-mail, garbage e-mail, bomb e-mail, spammed e-mail, libel, pirating or any activities that is forbidden by Malaysian Government law; |
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(f) |
Spreading damaging code such as virus, worm, Trojan horse and trap door that can damage the computer system and other users information; |
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(g) |
Re-send the e-mail that is failed to its destination without investigating the cause; and |
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(h) |
Allowing third parties to reply e-mail to the sender on behalf. |
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For further information: Circular Source of the Development of Public Management, Vol. 1 Year 2003 |
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