Email Policy

Sample / examples email policy

1. Email accounts

• Company supply free email account to employees.

• Passwords should not be given to other people and should be changed once a month.

• Email accounts not used for 60 days will be deactivated and possibly deleted.

2. Email monitoring

Emails can be monitored without prior notification if company deems this necessary. If there is evidence that you are not adhering to the guidelines set out in this policy, the company reserves the right to take disciplinary action, including termination and/or legal action.

3. Email regulations

• Do not send unsolicited email messages.

• Do not forge or attempt to forge email messages.

• Do not send email messages using another person’s email account.

• It is strictly prohibited to send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks. If you receive an e-mail of this nature, you must promptly notify your supervisor.

• Do not forward a message without acquiring permission from the sender first.

• Do not copy a message or attachment belonging to another user without permission of the originator.

• Do not disguise or attempt to disguise your identity when sending mail.

4. Personal use of email

Email system of company is used for business only but company allows the reasonable use of email for personal use if certain guidelines are adhered to:

• Do not send mass mailings.

• All messages distributed via the company’s email system, even personal emails, are company’s property.

• Personal use must not be connected with any use or application that conflicts with an employee’s obligations to staffordshire university as their employer.

• Personal use must not be connected to any purpose or application that conflicts with the university’s rules, regulations, policies and procedures.

• Personal use must comply with the university’s policies and regulations, in particular the email policy.

• A level of use that is reasonable and not detrimental to the main purpose for which the facilities are provided.

• Priority must be given to use of resources for the main purpose for which they are provided.

• Personal use must not be of a commercial or profit-making nature, or for any other form of personal financial gain.

• Personal use must not be of a nature that competes with the university in business.

5. Confidential provision

To avoid sending confidential information by e-mail, employee must:

• Secure the information by including it in a Microsoft word / excel file and protecting it with a password.
• Then provide the recipient with the password by means of other communication, for instance by telephone.

6. Disclaimer provision

The disclaimer provision will be added to each outgoing email:

“This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error please notify the system manager. Please note that any views or opinions presented in this email are solely those of the author and do not necessarily represent those of the company. Finally, the recipient should check this email and any attachments for the presence of viruses. The company accepts no liability for any damage caused by any virus transmitted by this email.”

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