040108: Government organizations should designate a person to be responsible for checking and relaying to the appropriate officers, and for responding if necessary, email sent to info@organization.gov.lk. 040109: Each government organization should adopt the following nomenclature in providing email addresses to employees; i.e. the user name should be standardized and the domain should be organization.gov.lk; the nomenclature recommended is as follows: For staff officers who are transferable: designation@organization.gov.lk For the officers who are permanent to the organization: lastname.initials@organization.gov.lk For non-staff officers: lastname.initials@organization.gov.lk 040110: Designation based emails must be accessible by the relevant person’s designated assistant in order to enable prompt response in the absence of the officer to whom the mail is directed. 040111: An email address should be provided for employees as decided by each government organization. Organizational emails should include a standard official signature: name, designation, organizational name and contact information and the organization’s URL. 040112: Emails should contain a standard disclaimer. 040113: The writing style used in business emails should be consistent with other forms of the organization’s written communications. 040114: Emails should be responded to, as far as possible, in the language (Sinhala, Tamil or English) in which they are received. 040115: Attachments: When sending attachments the precautions specified in the government Information Security Policy (refer Annex 1) should be followed. 040116: Each government organization has the right to assign, monitor, and delete any email account or content within purview of the organization. 0402: Desktop Systems and Mobile Computer Devices/Systems: 040201: Installation of software on desktops should not violate intellectual property rights. Only the systems administrator or an authorized person should have the authority to install software applications. 040202: Each government organization should standardize on a single user-platform (operating system) within the organization. 040203: It is recommended that PCs, laptops and handheld devices assigned to employees should only be used for relevant official work. 040204: Government organizations should ensure that all computers and mobile devices are regularly updated with the required security patches. 19