Contents

I. Scope ......................................................................................................................................................... 2

II. Background .............................................................................................................................................. 2

III. Policy Statement ..................................................................................................................................... 2

IV. Strategy ................................................................................................................................................... 2

V. Evaluation ................................................................................................................................................ 2

VI. Responsibility ......................................................................................................................................... 2

VII. Review of Policy ................................................................................................................................... 2

VIII. Other Policies/Procedures .................................................................................................................... 3

1 Introduction ........................................................................................................................................... 4

2 Acceptance Use of Electronic Mail ...................................................................................................... 4

3 Email Manners ...................................................................................................................................... 6

4 Privacy of Electronic Mail .................................................................................................................... 7

5 Incident Management and Monitoring .................................................................................................. 8

Appendix A: Email Directory ....................................................................................................................... 9

Appendix B: Distribution List .................................................................................................................... 11

Appendix C: Signature Format ................................................................................................................... 11

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I. Scope
This policy applies to all employees of the Ministry of Lands and Natural Resources (MLNR) including
temporary contract employees and anyone using the Ministrys electronic mail system and services.

II. Background
Ministry of Lands has an electronic mail system which allows employees to send and receive messages
and allows attachments of files to be sent with the message. Additionally, email can be sent to, and
received from, all Internet users worldwide. This policy and guidelines have been produced to ensure that
MLNR employees are fully aware of the rules concerning the uses of the Ministrys email facility.

III. Policy Statement

Email services are provided as a business tool to enhance communication of work related matters. It is a
good cost-effective way of allowing employees to communicate quickly and effectively and should be
used primarily for this purpose. All users of email services will be accountable for the content of
messages sent.

IV. Strategy
This will be achieved by ensuring that all employees are aware of the Policy and Guidelines and
understand their responsibility for its implementation.

V. Evaluation
Users are reminded that access can be monitored and that random checks will be made.

VI. Responsibility
Each Head of Division (HOD) will be responsible for ensuring that the policy is applied consistently
within their Departments.

VII. Review of Policy

This email policy will be kept under review by MLNR and may be amended or terminated at the
discretion of the Minister or CEO following consultation with the IT team who will be responsible for its
maintenance. In the event of amendment or termination of the policy, employees will be informed
accordingly.

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VIII. Other Policies/Procedures
Where there is concern that an employee has misused the email system action may be taken to restrict or
terminate your email account prior approval from HOD and CEO.

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 GUIDELINES ON THE USE OF ELECTRONIC MAIL
(EMAIL) SERVICES
1 Introduction
The use of email and the Internet is changing the way that the Ministry of Lands is communicating with
itself, and with others. Adhering to this guideline document will:

facilitate implementation of the Ministrys email policy

help users avoid legal risks that they might inadvertently take
notify users of any privacy expectations in their communications
prevent damage to systems
avoid or reduce inappropriate time being spent on non-work related activities
help protect the Ministry against liability for the actions of its employees.

The use of these technologies is a means of improving the way that the Ministry communicates and will
be encouraged. However, the following guidance must be followed:

2 Acceptance Use of Electronic Mail

2.1. Email is recognised as a proper method of communication within the Ministry but must not be
used as a way of avoiding traditional means of communication, for example email must not be
used to impart information that should be exchanged face-to-face such as any management issues
concerning an employees performance or conduct.
2.2. Email facilities are provided as a business tool to authorised MLNR employees and therefore
should be used primarily for this purpose. Employees are discouraged from using email for
informal private use. Any private use must be undertaken in the employees own time and be
before 8:30am, between 12:30pm and 1:30pm and after 4:30pm Monday to Friday. For
employees working outside of the core hours stated above, they are not permitted to use the email
facilities for personal usage during their working day/shift or at times other than the usual
working hours stated above.
2.3. Email is a written document and can be used as an evidential record in court proceedings. Email
offensive statements could also form the basis for vicarious liability. Extreme caution must be
exercised in the style, content and language used, it must be at all times business like.
2.4. Messages which are abusive, defamatory or make improper or discriminatory reference, e.g. to a
persons race, religion or belief, gender, age, disability, marital status, pregnancy, sexual

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 orientation, business involvement or political activities must not be distributed. Users must be
sensitive to the views of others, and email must not be used to harass anyone in any manner.
2.5. It is easy to unintentionally write an email in a threatening manner. Employees must take care not
to send aggressive emails, which are commonly known as flame mails. A flame mail is
generally a response that is sent in the heat of the moment and conveys emotion or feeling which
may not be appropriate. It is advisable that employees should allow the situation to cool down
before responding.
2.6. Employees are prohibited from sending unsolicited irrelevant or inappropriate email to mailing
lists on the Internet or making any excessive use of unsolicited mail. Moreover, participation in
chain and pyramid letters or similar schemes is prohibited. Any chain mail or spam sent to the
Ministry must NOT be replicated across the network. Anyone receiving this type of email must
immediately inform the IT team.
2.7. Employees should not
sign up to any mailing lists or newsletters unless they are work related
use their Ministry email address as a primary address for making purchases of goods and
service from the Internet
use their Ministry email address to subscribe, signup or register for a non-related work
website
2.8. Employees who receive messages informing them of viruses or other security threats must only
forward the information to the IT team at it@mlnr.gov.to. Most messages of this nature are
hoaxes, designed to disrupt email services by generating unnecessary traffic.
2.9. When dealing with email enquiries, employees should not normally offer help in areas which are
not within their responsibility, but should forward the message to a relevant person. It is good
customer care to inform the originator of the email that you have forwarded their request to a co-
worker. Employees must not give advice or information known to be contrary to the Ministry
policies or interests.
2.10. Email is a primary method for transferring viruses, malicious programs and copyright material.
Employees must ensure that computers used to send and receive email are running an up to date
anti-virus program. Any employee who is uncertain about an installed anti-virus program or has
an infected computer/laptop must contact the IT team immediately at it@mlnr.gov.to.
2.11. The IT team has put in place a system to prevent users from receiving spam emails, but if any
spam is received, users are encouraged to forward the email to the spam reporting email address
at spam@mlnr.gov.to to minimise the risk from computer viruses, the following practises are
recommended to prevent virus problems:

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 Never open any files attached to an email from an unknown, suspicious or untrustworthy
source. Delete these attachments immediately, and empty your Trash.
Delete spam, chain, and other junk email without forwarding.
Never download files from unknown or suspicious sources.
Always scan portable media from an unknown source for viruses before using it.
New viruses are discovered almost every day. Ensure your anti-virus software is up to
date.
2.12. Excessively large emails or attachments should be avoided to reduce forwarding delays for other
email users. A maximum of 10Mbytes is currently allowed to be attached to an email message. If
you experience specific difficulties with this facility, please contact the IT team.
2.13. Target emails only to those people who need to see them, avoid addressing or copying emails to
multiple addresses unless necessary. If you do need to send messages to multiple addresses, make
it clear whether action is required from all or some of the addressees or if it is for information
purposes only.
2.14. The email system should not be used as file storage system. Attachments should be saved to your
computer or storage device wherever possible and the email should then be deleted.
2.15. All users of email facilities will be held accountable for the messages sent from their account, and
must ensure that password controls prevent usage by another party. If a user has any suspicion
that someone else knows their email password, they should change it immediately. The IT team
can be contacted for assistance with this.
2.16. Computer screens must always be locked when a user leaves the immediate vicinity to prevent
unauthorised usage of the logged-in email account.
2.17. Emails are backed up daily and if received and deleted within 24 hours the Ministry will NOT
have a backup copy, but if emails are retained or have not been accessed before the nightly
backup of the email system is carried out a copy of the email will be retained in the Ministrys
backup system for a maximum of 12 months.
2.18. Make sure you have a strong login password. It is a common problem that people use weak
passwords which spammers manages to figure out using wordlists. Having a strong password will
reduce the risk of your email account being used to send spam messages.

3 Email Manners
3.1. When writing emails there are several Dos and Donts that you should follow, which are detailed
in the table below:

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 Do(s)
Consider the message you want to
convey
Always use plain Tongan or English
language
Make sure that the language and style
of writing used is appropriate for the
recipient
Type directly into the message box
where appropriate
Ensure that the mailing list is relevant
and current
Use a strong subject line to allow easy
understanding of the subject matter
Proof read emails before sending; if
you are uncertain about the content get
it read by someone else
Use spell check before sending emails
Delete unwanted messages
immediately
Keep messages remaining in your
mailbox to a minimum
Dont(s)
Use disrespectful or foul language
Use attachments when the detail in the
attachment could be typed directly into the
message box itself
Send emails to people who do not require it
Write the whole message in capital letters, as
it is generally termed SHOUTING
Give anyone your User ID or password;
grant the person access to your emails so
they can view them from their computer
instead. If you require assistance with this
contact the IT team.
Use return receipts unless it is absolutely
necessary. It can be considered annoying and
an invasion of privacy
Use emoticons (keyboard character
combinations that convey emotion when
viewed sideway e.g. ;-)

3.2. When you receive an email that generates emotion ensure that you:
Read it again; reassess the message. Resist the temptation to fire off a response
If you must, draft a response and let it cool off for a time before sending it. Save it as a
draft and then reconsider the response later
Read and interpret the original message again
Assume the good intentions and competence of the sender
Separate opinion from non-opinion while reading a message, you can then respond
appropriately
3.3. A signature file can provide useful information such as email information, address, phone
number, or other contact information. The signature file should appear at the end of your email
message. Think of the signature file as your electronic business card. A template of the signature
file is attached in Appendix C. Contact the IT team if you need help in updating the details or
setting up your signature.

4 Privacy of Electronic Mail

4.1. Users are reminded that all email communications are monitored and that random checks will be
made to ensure spam, viruses and junk emails do not arrive. Monitoring does not mean reading or

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 accessing the content of your email messages but basically tracking where your email is going
and where emails are coming from to your email account.
4.2. Where there is reasonable belief that the Ministrys email facilities have been misused specific
checks may be made to individual email accounts to ensure its compliance with the Policy prior
approval from CEO.

5 Incident Management and Monitoring

5.1. All users must contact the IT team if they are aware of, or suspect a breach of the Email Policy.

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Appendix A: Email Directory
* Please contact the IT team if your name is not on the list
Division Names Email Address Post
Corporate Services Rosamond Bing rosamond.bing@mlnr.gov.to Chief Executive Officer (CEO)

Corporate Services Tepola Lolohea Fonongaloa tfonongaloa@mlnr.gov.to Personal Assistant (Hon.Minister)

Corporate Services Akanete Ta'ai Lauti alauti@mlnr.gov.to Deputy CEO

Corporate Services Lavinia (Lucy) Fonokalafi lfonokalafi@mlnr.gov.to Senior Accounting Officer

Corporate Services Kaufusi Tukumoe Takai ktukumoe@mlnr.gov.to Assistant Secretary

Corporate Services Lavinia Taufa ltaufa@mlnr.gov.to Senior Executive Officer

Corporate Services Sione Ulakai sulakai@mlnr.gov.to Senior Programming Officer

Corporate Services Lonely Holani Lomu llomu@mlnr.gov.to Accounting Officer

Corporate Services Ilaisaane Sefana isefana@mlnr.gov.to Computer Operator Grade II

Corporate Services Anne Finena'akakala Tuita atuita@mlnr.gov.to Executive Officer

Corporate Services Lavenita Tonga ltonga@mlnr.gov.to Finance Cashier

Corporate Services Ana Maufualu amaufualu@mlnr.gov.to Senior Registry Clerk

Corporate Services Lesila Moala lmoala@mlnr.gov.to Clerk Class III

Corporate Services Sione Tautalanoa Setefano ssetefano@mlnr.gov.to Driver

Corporate Services Tavina 'Otukolo Tei ttei@mlnr.gov.to Payroll Clerk Class I

Corporate Services Fusikaunanga Leki fleki@mlnr.gov.to Computer Programmer

Corporate Services John Etika jetika@mlnr.gov.to IT Assistant

Corporate Services Veniola Uele vuele@mlnr.gov.to Clerk Class III

Corporate Services Kakala Veehala kveehala@mlnr.gov.to Clerk Class III

Corporate Services Semisi Taufa semisi.taufa@mlnr.gov.to Computer Programmer

Land Management Seli Taufa staufa@mlnr.gov.to Deputy CEO

Land Management Sione Fanua Uele suele@mlnr.gov.to Chief Land Registration Officer
Prinicipal Land Assistant Officer
Land Management Sione Fataua Halatanu shalatanu@mlnr.gov.to
(Hereditary Land Registration)
Principal Land Assitant Officer
Land Management Savelina Pale spale@mlnr.gov.to
(Lease and Land Evalutaion)
Land Management Semisi Moala smoala@mlnr.gov.to Land Registration Officer

Land Management Warrick Todd Vea wvea@mlnr.gov.to Land Registration Officer

Land Management Sisilia Kalaniuvalu skalaniuvalu@mlnr.gov.to Senior Land Clerk

Land Management Tafolosa Selui tselui@mlnr.gov.to Computer Assistant

Land Management Emina Maka Leha eleha@mlnr.gov.to Computer Operator Trainee

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 Land Management Lousa Takai ltakai@mlnr.gov.to Assistant Land Assesment Officer
Michelle Pau'umakini Folaumoetu'I
Land Management ppale@mlnr.gov.to Land Registration Trainee
Pale
Land Management Polotu Moala Lomu plomu@mlnr.gov.to Land Registration Trainee

Land Management Sineti Latailakepa Pateta spateta@mlnr.gov.to Land Registration Trainee

Land Management Siueli Fosita sfosita@mlnr.gov.to Land Registration Trainee

Land Management Heilala Laumanu Tahi htahi@mlnr.gov.to Land Registration Trainee

Land Information Fetu'u Vea fvea@mlnr.gov.to Deputy CEO

Land Information Paula Moa Loamanu ploamanu@mlnr.gov.to Chief Surveyor

Land Information Graham John Mailei gmailei@mlnr.gov.to Principal Surveyor

Land Information Samuela Lolohea slolohea@mlnr.gov.to Chief Computer

Land Information Sione Leki sleki@mlnr.gov.to Chief Draughtsman

Land Information Viliami Talia'uli Henoa Tupou vtupou@mlnr.gov.to Principal Surveyor (Mapping)

Land Information Halalilika Etika hetika@mlnr.gov.to Senior GIS Specialist

Land Information Viliami Tani Folau vfolau@mlnr.gov.to Chief Draughtsman

Land Information Filipe Nau fnau@mlnr.gov.to Graduate Draughtsman

Land Information Sione Tuimana stuimana@mlnr.gov.to Assistant Computer Programmer

Land Information Manoa Savieti msavieti@mlnr.gov.to Sectional Computer

Land Information Charles Fakaosilea cfakaosilea@mlnr.gov.to Divisional Draughtsman

Land Information 'Aisake Niutoni aniutoni@mlnr.gov.to Sub Divisional Designing Officer

Land Information Nicolai Sosefo Kaitapu skaitapu@mlnr.gov.to Surveyor Graduate

Land Information Semisi Finau sfinau@mlnr.gov.to Senior Field Survey Assistant

Land Information Viliami Pahulu vpahulu@mlnr.gov.to Surveyor Graduate

Land Information Willy Vaotangi wvaotangi@mlnr.gov.to Senior Field Survey Assistant

Land Information Haitelenisia Penitoni hpenitoni@mlnr.gov.to Cadet Draughtsman

Land Information Tevita Launoa tlaunoa@mlnr.gov.to Section Draughtsman

Land Information Malietoa Hingano Fonokalafi mfonokalafi@mlnr.gov.to Computer

Land Information Viliami Kaufusi vkaufusi@mlnr.gov.to Cadet Computer

Land Information Paula Faivailo pfaivailo@mlnr.gov.to Cadet Draughtsman

Land Information Maasi Finau mfinau@mlnr.gov.to GIS Assistant Officer

Land Information Falekakala Kite Taufa ftaufa@mlnr.gov.to Senior Geological Assistant

Land Information Sione Sunia ssunia@mlnr.gov.to Senior Geological Assistant

Land Information Fakatoulelei Kolomalu fkolomalu@mlnr.gov.to GIS Planner/Procurement Officer

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Appendix B: Distribution List
* Please contact the IT team for other distribution requests.
Recipients Email Address Description

CEO/Minister ceo@mlnr.gov.to Send to CEO and any request to Minister

Admin/Accounts admin@mlnr.gov.to All members in Admin and Accounts section

Human Resource hr@mlnr.gov.to All members in Human Resource section

Geographic Information System (GIS) gis@mlnr.gov.to All members in GIS section

Head of Division (HOD) hod@mlnr.gov.to All Head of Divisions

Akanete Lauti
Deputies deputy@mlnr.gov.to Fetuu Vea
Seli Taufa
Taniela Kula

Drafting drafting@mlnr.gov.to All members in Drafting section

Geodetic geodetic@mlnr.gov.to All members in Geodetic section

Lease lease@mlnr.gov.to All members in Lease section

Registration registration@mlnr.gov.to All members in Registration section

Mortgage mortgage@mlnr.gov.to All members in Mortgage section

IT it@mlnr.gov.to All members in IT section (IT team)

Staff mlnrstaff@mlnr.gov.to All staff members at MLNR

Appendix C: Signature Format

Your Name | Your Post

Office Location | Ministry of Lands & Natural Resources
phone: +(676) 23 611 mobile: +(676) 77 12345
address: Vuna Road, Nuku'alofa, Tongatapu email: username@mlnr.gov.to

CONFIDENTIALITY NOTE: The information transmitted, including attachments, is intended only for the person(s) or entity to which it is
addressed and may contain confidential and/or privileged material. Any review, retransmission, dissemination or other use of, or taking of
any action in reliance upon this information by persons or entities without the consent of the sender is prohibited. If you received this in error,
please contact the sender and destroy any copies of this information.

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