Appendix 1
Sample
Email Policy
The company
allows employees to use its electronic mail (“e-mail”) and internet services
subject to the following conditions:
1. All computers and systems, including
e-mail the internet, are company property.
Company retains the right to inspect the computer and system at any
time.
2. Minimal personal use of e-mail and the
internet is permitted as long as it does not interfere with timely job performance.
3. Your computer, including e-mail and the
internet, cannot be used in a way that is disruptive, offensive or harmful to
the Company and/or its employees. For
example, sexually explicit images, ethnic slurs, racial epithets, or anything
else that may be construed as harassment or disparagement of others based on
their race, national origin, sex, sexual orientation, age, religious beliefs,
or political beliefs may not be displayed or transmitted.
4. Employees should consider all e-mail
transmissions permanent, and should assume that the Company can (and will)
retrieve and read e-mails at its discretion.
All e-mails communications on company computers and systems should be
written with the mindset that they will be subject to the same review as a written
letter.
5. Company management monitors e-mail and
internet usage periodically to be sure that the equipment is being used for
business purposes. The Company retains a
copy of all passwords; passwords unknown to the company may not be used. System security features, including passwords
and message-delete functions, do not neutralize the company's ability to access
any message at any time. Employees must
be aware that the possibility of such access always exists. Employees do not have any right of privacy in
the information, material, or images contained in any company computer used at
the office, on the road, or at home.
Employees are obligated to use
e-mail in a responsible, effective and lawful manner. E-mail correspondence must conform to the
same standards of professionalism as all other business communications.
Company considers e-mail an
important means of communication and recognizes the importance of proper e-mail
content and speedy replies in conveying a professional image and delivering
good customer service. Company requires
that users adhere to the following guidelines:
A. E-mail Style and Maintenance
1. Style. Write well-structured e-mails and use short,
descriptive subjects.
Company’s e-mail
style is informal, but professional. The
use of instant messaging abbreviations and characters (such as smiley faces) is
not encouraged.
E-mail
signatures must include your name, job title and company name. A disclaimer must be added underneath your
signature (see Disclaimer)
Use
spell check on every e-mail.
Do
not send unnecessary attachments.
Do
not write e-mails in capitals.
Do not use
cc: or bcc: fields unless the cc: or bcc: recipient is aware that you will be
copying a mail to him/her and knows what action, if any, to take.
If you
forward mails, state clearly what action you expect the recipient to take.
Only send
e-mails of which the content could be displayed on a public notice board. If
they cannot be displayed publicly in their current state, consider rephrasing
the e-mail, using other means of communication, or protecting information by
using a password (see confidential).
Only mark
e-mails as important if they are truly important.
2. Replying to e-mails. E-mails should be answered within at least 8
working hours, but users must endeavor to answer priority e-mails within 4
hours.
Priority
e-mails are e-mails from existing customers and business partners.
3. Newsgroups. Users need to request permission from their
supervisor before subscribing to a newsletter or news group.
4. Maintenance. Delete any e-mail messages that you do not
need to have a copy of, and set your e-mail client to automatically empty your
‘deleted items’ on closing.
B. Personal Use
Although
Company’s e-mail system is meant for business use, Company allows the
reasonable use of e-mail for personal use if certain guidelines are adhered to:
Personal use
of e-mail should not interfere with work.
Personal
e-mails must also adhere to the guidelines in this policy.
Personal e-mails
are kept in a separate folder, named ‘Private’. The e-mails in this folder must
be deleted weekly so as not to clog up the system.
The
forwarding of chain letters, junk mail, jokes and executables is strictly
forbidden.
On average,
users are not allowed to send more than 2 personal e-mails a day.
Do not send
mass mailings.
All messages
distributed via the company’s e-mail system, even personal e-mails, are
Company’s property.
C. Confidential Information
Avoid sending
confidential information by e-mail. If you do, you must secure the information
by including it in a Microsoft Word or Excel file and protecting it with a
password. Then provide the recipient with the password by means of other
communication, for instance by telephone.
D. Disclaimers
The following disclaimer will be added to each outgoing e-mail:
“This e-mail and any files
transmitted with it are confidential and intended solely for the use of the
individual or entity to whom they are addressed. If you
have received this e-mail in error please notify the system manager. Please note that any views or opinions
presented in this e-mail are solely those of the author and do not necessarily
represent those of the company. Finally, the recipient should check this e-mail
and any attachments for the presence of viruses. The company accepts no
liability for any damage caused by any virus transmitted by this e-mail.”
