Email Policy
1.0 Purpose
Electronic emailmail (email) is pervasively used in almost all industry verticals and is often thea primary communication andtool awarenessessential methodfor business operations within anthe organization. AtHowever, the same time,its misuse of email can postcreate manysignificant legal, privacyprivacy, security, and securityreputational risks,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 properappropriate, secure, and lawful use of <Companythe Name>organization's email systemsystem. andIt make users aware of what <Company Name> deems asdefines acceptable and unacceptable useuses ofand itsclarifies user responsibilities regarding email system.security, content, and retention.
2.0 Scope
This policy outlines the minimum requirements for use of email within <Company Name> Network.
This policy covers appropriate use of any email sent from a <Company Name> email address and applies to all employees, contractors, consultants, temporary staff, vendors, agents, and agentsany operatingother individual ("Users") granted access to the organization's email system. It covers all email sent from or received by an organization-provided email address (@\[organization\_domain].com) and the use of organizational email services on behalfany device.
3.0 Policy Statements
3.1 General Use and Expectations
* **Business Purpose:** The organization's email system is provided primarily for conducting official organizational business.
* **Limited Personal Use:** Limited, occasional personal use may be permissible provided it does not interfere with job performance, consume significant resources, violate any organizational policies (including the Acceptable Use Policy), or incur costs for the organization. Users should have no expectation of <Companyprivacy Name>.in their use of the organization's email system.
* **Monitoring:** Use of the organization's email system is subject to monitoring, logging, and review by authorized personnel for security, compliance, and operational purposes, in accordance with applicable laws and organizational policies.
3.2 Security Practices
* **Account Security:** Users are responsible for safeguarding their email account credentials (passwords) according to the organization's Password Policy. Sharing email account access is prohibited.
* **Malicious Content:** Users must exercise extreme caution when handling emails from unknown or unverified senders. Do not open unexpected attachments, click suspicious links, or provide sensitive information in response to unsolicited emails. Report suspicious emails (phishing attempts, spam, malware) immediately to the IT Help Desk or designated security contact.
* **Sending Sensitive Information:** Sending sensitive or confidential organizational data (as defined by the Data Classification Policy) via email requires adherence to the Data Protection Standard, which may include requirements for encryption or use of approved secure file transfer methods. Avoid sending sensitive data via email unless absolutely necessary and appropriately protected.
3.3 Unacceptable Use
The organization's email system must not be used for activities that violate the law, organizational policies, or ethical standards. Such activities are detailed in the Acceptable Use Policy and include, but are not limited to:
* Sending spam, chain letters, or unauthorized bulk emails.
* Transmitting offensive, harassing, discriminatory, defamatory, or threatening content.
* Distributing malicious software (viruses, worms, etc.).
* Violating copyright or intellectual property laws.
* Engaging in illegal activities or fraudulent schemes.
* Forging email headers or attempting to impersonate others.
* Using email for unauthorized commercial solicitation or outside business activities.
3.4 Representation and Disclaimers
* When sending emails externally, users represent the organization. Ensure communications are professional and appropriate.
* When expressing personal opinions that might be construed as representing the organization, include a disclaimer stating that the views expressed are personal and not necessarily those of the organization (as detailed in the Acceptable Use Policy).
3.5 Email Retention and Business Records
* Email messages should only be retained only if itthey qualifiesqualify as aan <Companyofficial Name> business record. Email is a <Company Name>organizational business record ifneeded there exists afor legitimate and ongoing businessbusiness, reasonlegal, toor preserveregulatory thepurposes.
* information contained in the email.
Email that isEmails identified as a <Company Name> business recordrecords shallmust be retained and disposed of according to <Companythe Name>official organizational Record Retention Schedule.Schedule and related policies/procedures. Users may be required to file such emails in designated record-keeping systems.
* Non-record emails (e.g., transitory messages, personal communications) should be deleted regularly to manage mailbox size and reduce data clutter.
4.0 Compliance
4.1 Compliance Measurement
The designated IT authority (e.g., Precision Computer teamteam, Information Security, Internal Audit) will verify compliance towith this policy through various methods,methods. includingThese butmay notinclude limitedmonitoring to,email periodicsystem walk-thrus,usage videologs, monitoring,content businessfiltering, toolaudits reports, (internal and externalexternal), audits,investigation of reported incidents, and feedbackreview toof thesecurity policytool owner. reports.
4.2 Exceptions
Any exception to thethis policy mustrequires beformal, approveddocumented byjustification and advance approval from the designated IT authority (e.g., Precision Computer team inor advance.Information Security).
An4.3 employeeEnforcement
Violation to have violatedof this policy may be subjectlead to disciplinary action, up to and including termination of employment.employment or contract, suspension or revocation of email access, and potential legal action, depending on the severity of the violation.
Users should familiarize themselves with the following related organizational documents:
* Acceptable Use Policy (AUP)
* Password Policy
* Data Classification Policy
* Data Protection Standard
* Record Retention Schedule / Policy
* Information Security Policy (Overall)
* Social Media Policy (regarding communication standards)