Accountant General’s Department of Malaysia (AGD) - Effective Email Usage Procedure

YBhg./YB Tan Sri/Datuk/Dato´/Datin/Dr./Tuan/Puan,

Y. Bhg. Tan Sri Secretary General in his welcoming speech during the MAPPA XI on 9 March 2010 had invited all members of the Public Service to use the e-mail as a fast communication medium in giving responses and opinions on certain decisions. The same matter was brought up by Y. Bhg. Tan Sri in the Government IT and Internet Committee Meeting (JITIK) on 5 March 2010. To ensure that the usage of e-mails is implemented effectively, all civil servants are required to implement the procedure for using e-mails as follows:

1. Reply e-mails immediately;
2. Reply e-mails by using the ‘reply’ facility so that the original message text will remain in the e-mail without editing its original text;
3. Write the reply on top of the sender’s e-mail message;
4. Use languages and sentences that are clear, accurate and easy to understand by he receiver; and
5. The usage of the “auto reply” facility such as “Out of Office” is not encouraged.

2. In following-up with this matter, Y. Bhg. / Y.B. Tan Sri / Datuk / Dato’ / Datin / Dr / Tuan / Puan may refer to the guides issued by MAMPU in relation to the usage of the internet and e-mail as follows:

1. Malaysia Public Sector Management of Information and Communication Technology Security Handbook (MyMIS) dated 15 January 2002.
2. Public Administration Development Circular (PKPA) Number 1 Year 2003 entitled “Guidelines On Procedure for Internet and Electronic Mail Usage at Government Agencies” dated 28 November 2003.
3. Directive by the Director General of MAMPU entitled “Steps for Electronic Mail Usage at Government Agencies” dated 1 June 2007; and
4. Directive by the Director General of MAMPU entitled “Steps for Strengthening the Implementation of the Electronic Mail System” dated 23 November 2007.

3. Y. Bhg. / Y.B. Tan Sri/ Datuk / Dato’/ Datin / Dr / Tuan / Puan are required to take further action so that the above-mentioned steps are complied with, implemented and monitored effectively. Y. Bhg. / Y.B. Tan Sri / Datuk / Dato’ / Datin / Dr / Tuan / Puan are also required to extend this directive to the officers under the administration of Y. Bhg. / Y.B. Tan Sri / Datuk / Dato’ / Datin / Dr / Tuan / Puan.

Thank you.

“TOGETHER LET’S IMPLEMENT TRANSFORMATION”
(NORMAH MD YUSOF)
11 March 2011