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RRB Email Policy

 

 

 
  1. Home
  2. RRB Email Policy
 
 
RRB Email Policy

 

RRB has the following e-mail policy. This policy governs all communications sent and received by e-mail. This policy does not cover tape exchanges, electronic data interchange and analogous mass data disclosures.

  • RRB will apply existing correspondence controls and customer service standards to process e-mail. Supervisors and staff are to access e-mail accounts at intervals sufficient to meet or exceed customer service standards
  • RRB will reply to e-mail in the most effective and efficient way possible having appropriate security, including e-mail, facsimile, telephone, letter or personal visit.
  • RRB replies by e-mail will not contain sensitive personal information until technology provides security to protect such information from unauthorized disclosure.
  • RRB will maintain paper copies of e-mail inquiries and RRB replies, if current standards would require retention of the record if it were paper-based.
  • RRB will not accept e-mail for: applications for benefits, appeals, submission of proofs; or any other purpose where the RRB's regulations or procedures specify a form or specific format for providing information.

    EXCEPTION: Official forms that a party has “downloaded” and properly executed and filed according to instructions on the form and the RRB's regulations.
     
  • The RRB Website shall warn customers that our e-mail is not secure so they can make informed decisions about transmitting or posting sensitive information and choose another mean of contact if appropriate.
  • The RRB will use e-mail for official agency business only.
  • The RRB will delete without opening e-mail that is readily identifiable as advertisements or “junk-mail.”
  • RRB staff may open e-mail and attachments only under official agency procedures and only with RRB approved virus control software.

 

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U.S. Railroad Retirement Board
William O. Lipinski Federal Building
844 North Rush Street
Chicago, IL 60611-1275
Toll Free: (877) 772-5772
TTY: (312) 751-4701
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Last updated: 05/04/2017