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Dos and don'ts
Do not use the default password.
Do not disclose your password.
Do check your in-box at least once at the start and end of every duty shift.
Do tell the PEN support team you are going on leave for periods over seven days (they will assist in forwarding your email to another officer nominated by you for appropriate action while you are away).
Do ensure you are familiar with all procedures involved in sending and receiving email (you can contact the Helpdesk on 2860-3537/3443 or email them by typing 'Pen' in the address field and hit 'enter').
Do not send email to groups of addresses unless absolutely necessary - consider whether they all really need the message.
Do not send messages to all report room groups expecting them to forward the message to other users (e.g. messages concerning training or courses ought to be addressed to the all-tsro group. And attachments should appear in a form suitable for notice board display and include a date when the notice can be withdrawn).
Do not send an attachment with a message exceeding one megabyte in size to more than one recipient, or more than five megabytes to a single recipient.
Do not send short messages in MS Word format as attachments - cut and paste the document into the body of the message instead (valuable time is wasted when recipients have to wait for attachments to launch only to find the text consists only of a couple of lines).
Do not send and receive personal and private messages, unless they do not occupy your time excessively and are composed in accordance with Force values (you can also send messages to Internet addresses - an Internet user will see your address as 'your post@police.gov.hk.' For this reason you should be particularly circumspect about private messages. Remember an email from your Government address has the same effect as letters on Police stationary).
Do not send information which is classified as confidential or above, by email (ITSD are evaluating a technical solution for 'confidential mail).
Footnote: Officers will be able to send encrypted confidential email later this year.
All officers enjoy the complete right to privacy for messages in their in-boxes unless during the course of an investigation approved by an officer of Assistant Commissioner of Police rank or above in which this right may be suspended.
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