Email Policy – Ten Things to Include in Your Corporate Email Usage Policy

effect you beget an Email policy in set for your organization? whether you don’t, you’d better procure one snappily. Email policies are critical since they spell out what the company considers as appropriate email usage and more importantly, what is considered as inappropriate usage. You can either create a separate email usage policy or you can include an email policy section in your Employee handbook. In both cases it is a estimable view to inquire the employees to sign the policy, indicating that they beget read and understood the document.

What kind of subjects should you cover in your email policy? Here is a list of ten points to include:

#1 Email risks: The policy should list email risks to accomplish users aware of the potential harmful effects of their actions. Advise users that sending an email is like sending a postcard: whether you don’t want it posted on a bulletin board, then don’t send it.

#2 Best practices: This should include email etiquette and writing rules in order to uphold the estimable reputation of the company and to deliver quality customer service. For instance, include 5 etiquette rules: 1. effect not write emails in capitals, 2. Enable spell checking, 3. Read the email before you send it.4. Include a signature conform company format, 5. spend proper grammar and punctuation. Also include directions on compressing attachments to save bandwidth.

#3 Personal usage: The policy should state whether personal emails are accepted and whether so, to what extent. You can for instance set limits on the times of day that personal emails can be sent (only during breaks), or you could require personal emails to be saved in a separate folder. In addition, state that employees are prohibited from sending or receiving certain email attachments, such as exe, mp3 or vbs files. You could also include a maximum file size for attachments sent via email.

#4 Wastage of resources: Warn users that they are making spend of the company’s email system and that they should not engage in non-commerce, trade activities that unnecessarily tie up network traffic. The policy must also cover the spend of newsletters & newsgroups. For instance you can state that employees may only subscribe to a newsletter or newsgroup whether this directly relates to their job.

#5 Prohibited content: The policy should expressly state that the email system is not to be used for the creation or distribution of any offensive, or disruptive messages, including messages containing offensive comments approximately race, gender, age, sexual orientation, pornography, devout or political beliefs, national origin or disability. State that employees who receive any emails with this content should report the matter to their supervisor immediately. in addition, employees should not spend email to discuss competitors, potential acquisitions or mergers or to give their opinion approximately another firm. illegal messages, such as copyright infringing emails should also be prohibited.

#6 Document retention policy: Include information on whether or not email will be archived and for how long. whether your organization is required to archive email messages, state that every emails will be archived and include the number of years that the records will be kept. whether you are not required to archive your emails, notify your users approximately whether they can or should delete emails after a number of months or years.

#7 Treatment of confidential data: Include rules and guidelines on how employees should deal with your company’s confidential information and trade secrets. They should also be aware that they should not forward any confidential messages or attachments from other companies without permission. accomplish employees encrypt any confidential information that is sent via email and change passwords regularly.

#8 Email disclaimer: whether you are adding a disclaimer to employees’ emails, you should inform them of this and state the disclaimer text that is added. Download the free white paper ‘Email Disclaimers – The legal and practical issues’ to memorize more approximately why you need to add email disclaimers.

#9 Email monitoring: whether you are going to monitor your employees’ emails, you must state this in your email policy. Warn that employees should beget no expectation of privacy in anything they create, store, send or receive on the company’s computer system and that the company may, but is not obliged to monitor messages without prior notice. whether you effect not mention that the company is not obliged to monitor messages, an employee could potentially sue the company for failing to block a specific message.

#10 Measures & violation reporting: Warn that whether an employee is found to be in breach of the email policy rules, this could result in disciplinary action, up to and including termination. whether an employee witnesses email policy abuse they are required to report the incident immediately. Include contact details of who to contact whether a violation of the policy rules is detected. This could be a supervisor but it might also be a estimable view to appoint a specific contact person to report email policy breaches to.

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