Company Email Usage Policies

Company Email Usage Policies
Abstract
Any time a company allows employees access to their email system, the organization 's assets, future and reputation are at risk (techtarget.com, 2004). As a result it is important that a company email policy be created and implemented. This policy will include: the purpose of emails, the ownership of emails, email usage, sensitive and confidential materials, prohibited content in emails, virus checking archiving emails and violations to the email policy. The implementation of this policy will minimize the legal risk to both the company and individuals involved.

To: All company employees
From: Jane Doe, Human Resource Dept.
Subject: Implementation of companywide email usage policy.
December 8, 2001
Attention all employees:

Due to the possible of risk to the company’s assets and legal ramifications from emails, it has been determined by the legal department that a company-wide policy must be implemented. Therefore Effective December 8, 2001 the following is now the company’s emails policy.

Email Usage Policy

Purpose of Emails: The purpose of the email system is solely to conduct company business. All personal emails should be sent and received through your own private email address. Only authorized personnel may use the company email system.

The ownership of emails: All emails created, sent and received using the company’s email system is property of the company. The company reserves the right to monitor, access and disclose all or in part of any email messages within the company email system. All emails may be monitored by authorized company personnel for violations of law, breaches of company policies and any other reason deemed appropriate by the company.

Email usage: All emails must be handled in the same manner as a letter, fax, memo or other forms of business communications. Employees may not read and or retrieve email that was not sent to them unless authorized by a company official or the email recipient.

Sensitive and confidential materials: Company emails should not be assumed to be private. Highly sensitive and confidential information should not be sent through email unless preapproved by a company official.

Prohibited content: Emails will not contain any content considered offensive or disruptive. Offensive content includes, but not limited to: racial, ethnic, sexual, religious or political slurs, sexually harassing and harassing or foul language. This includes images, videos and written content.

Virus checking of emails: Due the large number of virus on the internet it is important that all emails attachments be scanned with the company’s virus protection software prior to opening the attachments.

Violations: Violations of this policy may result in discipline, suspension or possible termination of employment.

This policy will now be included in the company handbook. Undated handbooks will be issued within the next few days. If you any questions or concerns please contact either to myself or your department head.

Business people rely on email as an important and fundamental form of communication worldwide today. They are used to organize meetings, coordinate virtual work teams, make announcements and convey other items of company interest (Johnson, 2002). However with the increased use of email also comes the increase risk of legal liability for companies. Therefore it is important that all companies create and implement an email policy. In the email policy that I created I decided to focus on six main points that I felt should be included in all email policies. Those points are: the purpose of emails, the ownership of emails, sensitive and confidential materials, prohibited content in emails, virus checking and violations to the email policy.
Like letters, memos and other forms of communication used in the business world, emails are now considered to be a legal document in the court systems today. Therefore it is important that all employees understand that the purpose of emails is to conduct company work and company work only. Also it is important to let employees know that a non-employee should never be allowed access or use of a company’s email system, as the company, while not employing that person, is still legally responsible for all email coming from their company.
The ownership of email is another important item that should be included in any email policy. While people use the company email system everyday most do not realize that it contents belong to the company just like an idea or product that an employee may come up with while on company time. Also it is important from a legal standpoint to convey that there is no expectation of privacy in the email system as well (techtarget.com, 2004).
Sensitive and confidential materials are a vital part of many companies. Yet some of this information can not only destroy a company, it can in many ways be harmful to individuals as well. Because there are strict laws on the use and distribution of sensitive and confidential information, employees should be reminded about the importance of handling this type of information (Business-man.biz).
Many often people forget that what they may find funny or silly may very well be offensive to others. Therefore the email policy is a good place to remind the employees that certain things such as sexual jokes or flaming should never be included in emails (Christensen, 2003) .
Virus abound throughout the internet today and can cause major damage to a company’s computer system. So it is good to remind employee that attachments should always be checked for viruses.
Finally any good policy should also include the ramifications for failing to follow the stated policy. While not all policies can result in the termination of a job, failure to abide by the email policy can cost company large amounts of money and their reputation. And if that loss is the result of an employee failing to follow a policy then it is reasonable to expect that company to terminate that employee.
The email policy that I wrote contained only what I considered the most important aspects of what should be included when creating an email policy. A company will need to look at its own particular set of circumstances to determine what should be included in their email policy.

References
Business-man.biz, Unknown Author (unknown date). Title of article Corporate email policies Lower Unnecessary Legal and Security Risk. Retrieved from: articles.business-man.biz/.../corporate-email-policies-lower-unnecessary-legal -and-security-risks-anti-spam-league.htm.
Johnson, L. K. (2002). Title of article: Does E-Mail Escalate Conflict? Retrieved from: http://proquest.umi.com/pqdweb?did=224321161&sid=1&Fmt=6&clientId=29440&RQT=309&VName=PQD&cfc=1.
Techtarget.com, Unknown Author (November 5, 2004). Title of article: Essential email policies: Check IT List. Retrieved from: http://searchcio-midmarket.techtarget.com/generic/0,295582,sid183_gci1050100,00.html.
Christensen, G.J. (2003).Title of article: Professional E-mail Needs Attention. Retrieved from: http://www.csun.edu/~vcecn006/email.html

References: Business-man.biz, Unknown Author (unknown date). Title of article Corporate email policies Lower Unnecessary Legal and Security Risk. Retrieved from: articles.business-man.biz/.../corporate-email-policies-lower-unnecessary-legal -and-security-risks-anti-spam-league.htm. Johnson, L. K. (2002). Title of article: Does E-Mail Escalate Conflict? Retrieved from: http://proquest.umi.com/pqdweb?did=224321161&sid=1&Fmt=6&clientId=29440&RQT=309&VName=PQD&cfc=1. Techtarget.com, Unknown Author (November 5, 2004). Title of article: Essential email policies: Check IT List. Retrieved from: http://searchcio-midmarket.techtarget.com/generic/0,295582,sid183_gci1050100,00.html. Christensen, G.J. (2003).Title of article: Professional E-mail Needs Attention. Retrieved from: http://www.csun.edu/~vcecn006/email.html