Electronic email is pervasively used in almost all industry verticals and is often the primary communication and awareness method within an organization. At the same time, misuse of email can post many legal, privacy and security risks, thus it’s important for users to understand the appropriate use of electronic communications.
The purpose of this email policy is to ensure the proper use of your company email system and make users aware of what your company deems as acceptable and unacceptable use of its email system. This policy outlines the minimum requirements for the use of email within your company's Network.
This policy covers appropriate use of any email sent from a company email address and applies to all employees, vendors, and agents operating on behalf of your company.
- All use of email must be consistent with your company's policies and procedures of ethical conduct, safety, compliance with applicable laws and proper business practices.
- Your company email account should be used primarily for business-related purposes; personal communication is permitted on a limited basis, but non-related commercial uses are prohibited.
- All company data contained within an email message or an attachment must be secured according to the Data Protection Standard.
- Email should be retained only if it qualifies as a business record. Email is a business record if there exists a legitimate and ongoing business reason to preserve the information contained in the email. If your company implements Email archiving, all emails are kept indefinitely.
- Email that is identified as a business record shall be retained according to the Record Retention Schedule.
- The company email system shall not be used for the creation or distribution of any disruptive or offensive messages, including offensive comments about race, gender, hair color, disabilities, age, sexual orientation, pornography, religious beliefs and practice, political beliefs, or national origin. Employees who receive any emails with this content from any employee should report the matter to their supervisor immediately.
- Users are prohibited from automatically forwarding business email to a third party email system. Individual messages which are forwarded by the user must not contain confidential or above information.
- Users are prohibited from using third-party email systems and storage servers such as Google, Yahoo, and MSN Hotmail etc. to conduct business, to create or memorialize any binding transactions, or to store or retain email on behalf of your company. Such communications and transactions should be conducted through proper channels using company-approved documentation.
- Using a reasonable amount of company resources for personal emails is acceptable, but non-work related email shall be saved in a separate folder from work-related email. Sending chain letters or joke emails from a company email account is prohibited.
- Company employees shall have no expectation of privacy in anything they store, send or receive on the company’s email system.
- Your company may monitor messages without prior notice. Your company is not obliged to monitor email messages.
The Suzor IT team will verify compliance to this policy through various methods, including but not limited to, periodic walk-throughs, video monitoring, business tool reports, internal and external audits, and feedback to the policy owner.
Any exception to the policy must be approved by the Suzor IT team in advance.
An employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.