Please follow the guide best too find anything about RN policies !!Define and describe appropriate email habits for a chosen company or organization. You should write this document as if you were th
An e m ail p olic y f o r y o ur e m plo ye es
A c le a r e m ail p olic y h elp s p re ve n t t im ew astin g, p ro te cts d ata s e cu rit y a n d m in im is e s t h e r is k o f l e g al
pro ble m s. A s w ell a s s e ttin g o ut h o w e m plo ye es c a n u se e m ail , t h e p olic y s h o uld c o ve r a n y e m ail
monit o rin g y o u i n te n d t o c a rry o ut.
Perm it te d u se
Conte n t
Se n d in g e m ail s
Rece iv in g e m ail s
Monit o rin g e m ail
Im ple m en ta tio n
1. P erm it te d u se
Em plo ye es s h o uld p rim aril y u se c o m pan y e m ail s y ste m s f o r b usin ess
Yo u c a n no t s to p e m plo ye es r e ce iv in g p ers o nal e m ail s .
It i s p ra g m atic t o a llo w s o m e p ers o nal u se o f e m ail , e sp ecia lly i f y o u h ave e m plo ye es w ho u se t h eir e m ail f o r b usin ess p urp ose s
outs id e o f n o rm al w ork in g h o urs .
Yo u m ay e n co ura g e e m plo ye es t o u se f il t e rs t o s e p ara te t h eir m essa g es i n to s p ecif ic b usin ess a n d p ers o nal f o ld ers .
Lim it p ers o nal u se
Yo u m ig h t p ro hib it :
exce ssiv e p ers o nal u se o f e m ail ;
in ap pro p ria te o r i l le g al
co nte n t
s u ch a s o ffe n siv e j o ke s;
en gag in g i n i l le g al a ctiv it ie s;
en cry p tin g p ers o nal e m ail s a n d a tta ch m en ts ;
em plo ye es f r o m a llo w in g o th er p eo p le t o a cce ss t h eir e m ail a cco unt.
Fo r e xa m ple , h ara ssin g s o m eo ne b y e m ail m ig h t b e a c le a r v io la tio n o f y o ur e m ail p olic y.
Se t o ut w hen e m ail s h o uld a n d s h o uld n o t b e u se d
Se e
Se n d in g e m ail s
.
Se t o ut w hat d evic e s e m plo ye es m ay u se t o s e n d a n d r e ce iv e e m ail
Fo r i n sta n ce , c a n t h ey u se t h eir o w n s m art p ho ne w it h t h eir c o m pan y e m ail a cco unt?
Mobil e d evic e s
It i s c o m mon f o r e m plo ye es t o s e n d a n d r e ce iv e e m ail s f r o m m obil e d evic e s, l ik e s m art p ho nes a n d t a b le ts .
In g en era l, t h e s a m e g u id elin es a p ply n o m atte r w here o r h o w e m plo ye es a cce ss e m ail s
Keep i n m in d t h at e m plo ye es m ay r e se n t y o u c ra ck in g d o w n o n p ers o nal u se o f e m ail i f t h ey s ta y i n t o uch v ia t h eir m obil e
devic e o uts id e o f o ffic e h o urs .
Th e b ig gest i s su e w it h m obil e d evic e s i s s e cu rit y
Make s u re a ll m obil e d evic e s r e q uir e a p assc o de t o b e e n te re d b efo re e m ail s c a n b e v ie w ed .
Se t u p a 'r e m ote w ip e' f u nctio n, s o e m ail d ata c a n b e d ele te d r e m ote ly i f a d evic e i s l o st o r s to le n .
Use a n e m ail s e rv ic e t h at s y n cs e m ail s a cro ss a ll d evic e s. T h is e n su re s e m plo ye es c a n a lw ays a cce ss e m ail s , e ve n i f t h ey l o se
1 th eir m obil e d evic e .
Consid er y o ur e m plo ye es' w ork -lif e b ala n ce
Usin g m obil e d evic e s f o r e m ail c a n e n co ura g e e m plo ye es t o c h eck m essa g es a t a ll h o urs .
Make i t c le a r t h at e m plo ye es a re n o t e xp ecte d t o r e sp ond o ut o f h o urs .
Mobil e e m ail c a n a ls o i n cre a se t h e n um ber o f m essa g es p eo p le s e n d .
2. C onte n t
Exp la in t h e s ty le a n d t o ne y o u e xp ect e m plo ye es t o u se i n b usin ess e m ail s
Th is u su ally f a lls s o m ew here b etw een t h e i n fo rm alit y o f a t e le p ho ne c o nve rs a tio n a n d t h e f o rm alit y o f a l e tte r, a lt h o ugh i t m ay v a ry
dep en d in g o n w ho y o ur s ta ff a re c o nta ctin g.
An o ve rly f o rm al s ty le m ay s e em t e d io us t o p eo p le u se d t o q uic k , f r ie n d ly e m ail s .
So m e i n d ustr ie s, a n d s o m e n atio nalit ie s, h ave t h eir o w n s ta n d ard s.
Sh o rt e m ail s c a n a p pea r b ru sq ue.
Typ in g i n c a p it a ls i s t h e e m ail e q uiv a le n t o f s h o utin g a n d c a n b e c o nsid ere d r u d e.
Use a f o rm al s ty le f o r f o rm al d o cu m en ts o r w hen a p pro ach in g s o m eo ne f o r t h e f ir s t t im e.
Auto m atic a lly a d d a n e m ail s ig n atu re t o a ll m essa g es
Th is s h o uld c o nta in k e y c o m pan y d eta il s a n d a n y d is c la im er.
Sp ecif y w hat c o nte n t i s p ro hib it e d
Th is s h o uld i n clu d e:
se xis t, r a cis t o r o th er o ffe n siv e m ate ria l;
defa m ato ry m ate ria l;
co nte n t t h at i s p ro te cte d b y c o p yrig h t;
lin ks t o i n ap pro p ria te m ate ria l.
3. S e n d in g e m ail s
Em plo ye es s h o uld u se t h eir o w n, p assw ord -p ro te cte d a cco unts t o s e n d e m ail s
Passw ord s s h o uld b e s tr ic tly c o ntr o lle d .
Passw ord s s h o uld b e c h an ged a ro und e ve ry 9 0 d ays.
Passw ord s s h o uld b e s tr o ng, u sin g a m ix o f l e tte rs , n um bers a n d s y m bols .
En co ura g e t h e u se o f e m ail s f o r c o m munic a tio ns y o u w is h t o k e ep a r e co rd o f
Esta b lis h s ta n d ard s f o r o utg o in g m essa g es
Se t o ut w hat t y p efa ce , t y p e s iz e a n d c o lo ur s h o uld b e u se d .
Consid er p uttin g a l im it o n t h e s iz e o f a n y a tta ch m en ts . E ve n i f y o ur c o m pan y e m ail s y ste m c a n h an d le l a rg e a tta ch m en ts , y o ur
co nta cts m ay n o t h ave t h e s a m e c a p ab il it ie s.
It i s p olit e t o s e n d l a rg e f il e s ( e .g . t h o se o ve r 1 0M B) u sin g a t r a n sfe r s e rv ic e l ik e
Dro p box
o r
Box
.
Have r u le s f o r h an d lin g c o nfid en tia l i n fo rm atio n
Make s u re e m plo ye es k n o w t h at m ost e m ail s a re s e n t i n p la in t e xt, s o t h ey c a n b e i n te rc e p te d a n d r e a d o nlin e.
Yo u m ay w an t t o b an c e rta in t y p es o f i n fo rm atio n f r o m b ein g s e n t b y e m ail . F o r e xa m ple , l is ts o f c u sto m ers a n d i n fo rm atio n a b out
new p ro ducts .
Yo u m ig h t s p ecif y t h at s o m e i n fo rm atio n c a n o nly b e s e n t u sin g e n cry p te d e m ail .
En cry p tio n s c ra m ble s t h e m essa g e a n d a n y a tta ch m en ts s o t h ey c a n no t b e i n te rc e p te d a n d r e a d .
Exp la in t h e p ote n tia l c o ntr a ctu al s ig n if ic a n ce o f e m ail s t o e m plo ye es
An e m ail c a n b e a s c o ntr a ctu ally b in d in g a s a n y o th er f o rm o f c o m munic a tio n.
Yo u m ay p ro hib it t h e u se e m ail f o r a n y c o ntr a ctu ally s ig n if ic a n t c o m munic a tio ns, a n d i n sis t t h at s u ch d o cu m en ts a re p oste d .
Consid er i n clu d in g a d is c la im er o n e m ail s . F o r e xa m ple : 'T h is e m ail i s c o nfid en tia l, a n d i s i n te n d ed f o r t h e u se o f t h e n am ed r e cip ie n t
only . I f y o u h ave r e ce iv e d t h is m essa g e i n e rro r, p le a se i n fo rm u s i m med ia te ly , a n d t h en d ele te i t . U nle ss i t s p ecif ic a lly s ta te s
oth erw is e , t h is e m ail d o es n o t f o rm p art o f a c o ntr a ct.'
Keep i n m in d t h at t h ere i s n o l e g al a u th o rit y i n t h ese m essa g es.
Se n d in g t o o m an y e m ail s c a n l e a d t o i n fo rm atio n o ve rlo ad
2 Exce ssiv e e m ail , p artic u la rly w it h in y o ur c o m pan y, c a n l e a d t o o ve rw ork o r a t e n d en cy t o d is re g ard e m ail s . I t c a n a ls o s e em r a th er
im pers o nal.
If y o u s e n d a n d r e ce iv e a l a rg e a m ount o f e m ail , i m porta n t m essa g es m ay g o u nno tic e d . Y o u c a n u se a 'p rio rit y f la g ' t o h ig h lig h t
im porta n t m essa g es, b ut i t 's b ette r t o r e d uce o ve ra ll e m ail v o lu m e i n ste a d .
Avo id s e n d in g e m ail s w hen i t w ould b e e a sie r t o m ake a c a ll o r s p ea k i n p ers o n.
Befo re s e n d in g a m essa g e t o a l a rg e n um ber o f p eo p le , a sk y o urs e lf w heth er t h ey a ll n eed t o r e ce iv e i t .
Usin g t h e 'R ep ly a ll' f e a tu re i s a n o th er c o m mon p ro ble m . S o m e c o m pan ie s b an i t a lt o geth er.
Consid er u sin g c o lla b ora tio n t o ols ( lik e
Base ca m p
o r
Tre llo
) o r i n sta n t m essa g in g f o r d ay-t o -d ay i n te rn al c o m munic a tio ns, r a th er t h an
han d lin g e ve ry th in g v ia e m ail .
Exp la in y o ur p olic y o n s to rin g b oth s e n t a n d r e ce iv e d e m ail s
Yo ur s y ste m m ay f il e e m ail s a u to m atic a lly .
Sto re d e m ail s n eed t o b e p ro te cte d f r o m a n y l a te r e d it in g o r u nau th o ris e d d ele tio n.
Back u p a ll e m ail d ata r e g u la rly .
In fo rm e m plo ye es a b out t h e p erm an en ce o f e m ail s . F o r e xa m ple , c e n tr a lly s to re d e m ail s a re s til l a va il a b le e ve n a ft e r a n e m plo ye e
dele te s t h em .
Yo u m ust t e ll e m plo ye es h o w y o u a re
monit o rin g e m ail s
.
4. R ece iv in g e m ail s
Se t o ut w ho s h o uld r e a d i n co m in g e m ail s
Gen era lly , e m plo ye es s h o uld r e a d o nly t h eir o w n e m ail s .
Esta b lis h h o w y o u w il l h an d le e m ail s s e n t t o g en eric a d dre sse s ( e g
in fo @ co m pan y.c o .u k
). A ssig n r e sp onsib il it y f o r d ea lin g w it h s u ch
em ail s a n d s e t u p y o ur t e ch no lo gy s o t h e r e le va n t p eo p le c a n r e a d t h em .
Th e p olic y s h o uld c o ve r h o w i n co m in g e m ail s a re h an d le d w hen e m plo ye es a re a b se n t ( e g o n h o lid ay).
Se t o ut y o ur s e cu rit y p ro ce d ure s f o r d ea lin g w it h v ir u se s a n d o th er e m ail t h re a ts
Make s u re s ta ff u nd ers ta n d h o w t o d ea l w it h t h e t h re a t f r o m
vir u se s a n d p his h in g
.
Se t a r e sp onse t im e
Yo u m ig h t s tip ula te t h at a ll e m ail s o f p artic u la r t y p es - f o r i n sta n ce , c u sto m er e n q uir ie s - s h o uld b e r e p lie d t o , o r a t l e a st
ack n o w le d ged , w it h in 2 4 h o urs .
Dep en d in g o n y o ur i n d ustr y , a f a ste r r e sp onse t im e m ay b e m ore a p pro p ria te .
So ft w are c a n h elp y o u f il t e r a n d p rio rit is e e m ail s .
Exp la in h o w e m ail s s h o uld b e h an d le d w hen a n e m plo ye e i s a b se n t o r l e a ve s
Oft e n , i t 's s im ple st t o s e t u p a n a u to -r e sp ond er w hic h s a ys t h e e m plo ye e h as l e ft / is a b se n t a n d p ro vid es a n a lt e rn ativ e c o nta ct.
If y o u d ecid e t o a llo w s o m eo ne e ls e t o c h eck t h e e m plo ye e's e m ail s , e n su re p ers o nal e m ail s a re h an d le d a p pro p ria te ly .
Exp la in h o w u nw elc o m e e m ail s s h o uld b e d ea lt w it h
Em plo ye es s h o uld t e ll f r ie n d s a n d c o nta cts n o t t o s e n d i n ap pro p ria te e m ail s . F o r i n sta n ce , i n ap pro p ria te c h ain l e tte rs o r e n q uir ie s
fr o m r e cru it m en t c o nsu lt a n ts .
Dele te j u nk e m ail s ( s p am ). I t i s a b ad i d ea t o r e p ly t o s p am a s a r e sp onse c o nfir m s t h at t h e e m ail h as b een s e n t t o a l iv e a d dre ss.
Se t o ut y o ur p olic y o n s to rin g i n co m in g e m ail s
Vir u se s a n d p his h in g
Em ail s c a n p ose a s e cu rit y r is k t o y o ur b usin ess. T h ey a re o ft e n u se d t o d is tr ib ute v ir u se s a n d s p yw are , o r f o r p his h in g a tte m pts .
A c e n tr a l e m ail s e rv e r o r a n e m ail s e rv ic e p ro vid ed b y y o ur I T s u p plie r w il l i n clu d e p ro te ctio n t o r e d uce r is k s. H ow eve r, e ve n t h e
str o ngest f il t e rs w il l a llo w t h e o cca sio nal m alic io us e m ail t o s lip t h ro ugh .
En su re y o ur e m ail p olic y i n clu d es p ro ce d ure s f o r d ea lin g w it h s u sp ic io us e m ail s .
Dele te a tta ch m en ts f r o m u nkn o w n s e n d ers
Yo u m ay n eed a d if fe re n t a p pro ach i f y o u e xp ect t o r e ce iv e s u ch f il e s f r o m n ew c o nta cts .
Take c a re w it h h ig h -r is k f il e t y p es
So m e k in d s o f f il e a re m ore l ik e ly t o c a rry v ir u se s. F o r e xa m ple , f il e n am es i n clu d in g .v b s, .j s , .e xe , .b at, .c m d o r .l n k e xte n sio ns.
Com pre sse d f il e s ( c o nta in in g .z ip , .a rc o r .c a b ) m ay a ls o c o nta in s u ch f il e t y p es.
3 Get a d vic e f r o m t h e I T m an ag er i f y o u a re u nsu re
Alw ays i n fo rm t h e I T m an ag er i f y o u r e ce iv e a s u sp ic io us a tta ch m en t o r i f y o u s u sp ect a v ir u s h as e n te re d t h e s y ste m .
Be a w are o f p his h in g e m ail s
Make e m plo ye es a w are t h at c rim in als i n cre a sin gly t a rg et i n d iv id uals i n s p ea r p his h in g a tte m pts , w here t h e e m ail a p pea rs t o
co m e f r o m s o m eo ne t h ey k n o w .
5. M onit o rin g e m ail
Th ere a re l e g al r e str ic tio ns o n h o w y o u c a n m onit o r e m plo ye es' u se o f e m ail .
In clu d e a c la u se o n e m ail m onit o rin g i n y o ur e m plo ym en t c o ntr a cts . I f y o u f a il t o d o s o , y o u w il l n eed t o g et c o nse n t t o p erfo rm c h eck s.
Tell e m plo ye es h o w e m ail i s m onit o re d a n d f o r w hat p urp ose s
If y o u u se m onit o rin g s o ft w are , y o u s h o uld m ake e m plo ye es a w are o f t h is .
Exp la in t h at y o u r e se rv e t h e r ig h t t o r e a d i n d iv id ual e m ail s
Yo u m ay i n sp ect i n d iv id ual e m ail s f o r 's p ecif ic b usin ess p urp ose s', i n clu d in g:
esta b lis h in g t h e c o nte n t o f t r a n sa ctio ns a n d o th er i m porta n t b usin ess c o m munic a tio ns;
makin g s u re e m plo ye es a re c o m ply in g w it h t h e l a w a n d w it h y o ur i n te rn al p olic ie s;
pre ve n tin g a b use o f y o ur t e le co m s s y ste m ;
ch eck in g e m ail s w hen e m plo ye es a re o n l e a ve .
If y o u w is h t o m ake i n te rc e p tio ns f o r o th er p urp ose s ( e g m ark e tin g) y o u w il l n eed c o nse n t f r o m t h e s e n d er a n d r e cip ie n t.
Resp ect y o ur e m plo ye es' r ig h t t o p riv a cy
Yo ur e m plo ye es a re e n tit le d t o a d eg re e o f p riv a cy a t w ork .
If y o u s u sp ect a n e m plo ye e i s w astin g t im e o n p ers o nal e m ail s , o nly m onit o r t h eir e m ail s i f t h ey k n o w t h ere i s a l im it o n p ers o nal u se
an d t h at t h eir e m ail m ay b e m onit o re d .
If y o u c h o ose t o m onit o r a n e m plo ye e's e m ail s , a vo id r e a d in g t h e a ctu al c o nte n t.
Check in g t h e e m ail 's r e cip ie n t o r s e n d er s h o uld t e ll y o u i f a m essa g e i s p ers o nal.
6. I m ple m en ta tio n
Consu lt e m plo ye es o n w hat y o u s h o uld i n clu d e i n y o ur e m ail p olic y
Take e xp ert a n d l e g al a d vic e
Advic e c a n b e p artic u la rly u se fu l f o r i s su es o f d ata p ro te ctio n a n d p riv a cy.
M ake t h e p olic y a va il a b le t o e ve ry o ne
Ask e m plo ye es t o s ig n a c o p y t o c o nfir m t h ey h ave r e a d i t .
Refe r t o t h e p olic y i n y o ur e m plo ym en t c o ntr a cts .
Make s u re m an ag ers f a m il ia ris e t h em se lv e s w it h t h e c o nte n ts o f t h e p olic y.
Pro vid e a c o nta ct n am e f o r e m plo ye es w ho h ave a n y q uestio ns.
Put i n p la ce a n y s o ft w are t h at w il l h elp
Th is m ig h t i n clu d e:
monit o rin g s o ft w are t o p ro vid e a r e co rd o f e m ail t r a ffic ;
fil t e rin g s o ft w are t o h elp e m plo ye es p rio rit is e e m ail s ;
au to -r e sp ond er s o ft w are t o r e p ly t o e m ail s w hen e m plo ye es a re a b se n t;
vir u s-c h eck in g a n d o th er s e cu rit y s o ft w are .
Pro vid e a n y t r a in in g t h at i s n eed ed
Em plo ye es m ay n eed t r a in in g i n e ffe ctiv e u se o f e m ail s o ft w are .
En fo rc e t h e p olic y
Make a n i n d iv id ual r e sp onsib le f o r r o utin e e n fo rc e m en t o f t h e p olic y - u su ally t h e n etw ork a d m in is tr a to r. A d ir e cto r s h o uld t a ke
4 ove ra ll r e sp onsib il it y .
Apply t h e p olic y c o nsis te n tly a n d f a ir ly t o e ve ry o ne, i n clu d in g m an ag em en t a n d l e a d ers h ip t e a m s.
Cla rif y a n y e xce p tio ns.
Make s u re y o u h ave a n a p pro p ria te d is c ip lin ary p ro ce d ure i n p la ce t o d ea l w it h b re a ch es o f t h e p olic y.
Revis e t h e p olic y w hen n ece ssa ry .
Th e p olic y w il l o nly p ro vid e l e g al p ro te ctio n i f i t i s p ro p erly i m ple m en te d a n d e n fo rc e d .
Sig n p ost
Rea d
gu id an ce o n s ta ff p olic ie s
o r d o w nlo ad a
sa m ple a cce p ta b le u sa g e p olic y
f r o m G et S a fe O nlin e.
Pub lis h ed b y A to m C onte n t M ark e tin g L td , C it y P oin t, T em ple G ate , B ris to l, B S1 6 P L
Tel: 0 117 3 73 6 160,
www.a to m co nte n tm ark e tin g.c o .u k
5
