{"id":2323,"date":"2011-07-06T05:37:46","date_gmt":"2011-07-06T05:37:46","guid":{"rendered":"http:\/\/www.yourhrworld.com\/formats\/?p=2323"},"modified":"2011-07-06T05:37:46","modified_gmt":"2011-07-06T05:37:46","slug":"email-policy","status":"publish","type":"post","link":"https:\/\/www.yourhrworld.com\/formats\/compensation-and-benefits\/hr-policies\/email-policy\/","title":{"rendered":"Email Policy"},"content":{"rendered":"<p><strong>Sample \/ examples email policy<\/strong><\/p><div class=\"69eb924294c115e6505da44099e8df92\" data-index=\"1\" style=\"float: none; margin:10px 0 10px 0; text-align:center;\">\n<script type=\"text\/javascript\"><!--\r\ngoogle_ad_client = \"pub-0867779017855679\";\r\n\/* 300x250, created 4\/20\/11 *\/\r\ngoogle_ad_slot = \"1035864135\";\r\ngoogle_ad_width = 300;\r\ngoogle_ad_height = 250;\r\n\/\/-->\r\n<\/script>\r\n<script type=\"text\/javascript\"\r\nsrc=\"http:\/\/pagead2.googlesyndication.com\/pagead\/show_ads.js\">\r\n<\/script>\n<\/div>\n\n<h4>1. Email accounts<\/h4>\n<p>\u2022 Company supply free email account to employees.<\/p>\n<p>\u2022 Passwords should not be given to other people and should be changed once a month.<\/p>\n<p>\u2022 Email accounts not used for 60 days will be deactivated and possibly deleted.<\/p>\n<h4>2. Email monitoring<\/h4>\n<p>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.<\/p>\n<h4>3. Email regulations<\/h4>\n<p>\u2022 Do not send unsolicited email messages.<\/p>\n<p>\u2022 Do not forge or attempt to forge email messages.<\/p>\n<p>\u2022 Do not send email messages using another person\u2019s email account.<\/p>\n<p>\u2022 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.<\/p>\n<p>\u2022 Do not forward a message without acquiring permission from the sender first.<\/p>\n<p>\u2022 Do not copy a message or attachment belonging to another user without permission of the originator.<\/p>\n<p>\u2022 Do not disguise or attempt to disguise your identity when sending mail.<\/p>\n<h4>4. Personal use of email<\/h4>\n<p>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:<\/p>\n<p>\u2022 Do not send mass mailings.<\/p>\n<p>\u2022 All messages distributed via the company\u2019s email system, even personal emails, are company\u2019s property.<\/p>\n<p>\u2022 Personal use must not be connected with any use or application that conflicts with an employee\u2019s obligations to staffordshire university as their employer.<\/p>\n<p>\u2022 Personal use must not be connected to any purpose or application that conflicts with the university\u2019s rules, regulations, policies and procedures.<\/p>\n<p>\u2022 Personal use must comply with the university\u2019s policies and regulations, in particular the email policy.<\/p>\n<p>\u2022 A level of use that is reasonable and not detrimental to the main purpose for which the facilities are provided.<\/p>\n<p>\u2022 Priority must be given to use of resources for the main purpose for which they are provided.<\/p>\n<p>\u2022 Personal use must not be of a commercial or profit-making nature, or for any other form of personal financial gain.<\/p>\n<p>\u2022 Personal use must not be of a nature that competes with the university in business.<\/p>\n<h4>5. Confidential provision<\/h4>\n<p>To avoid sending confidential information by e-mail, employee must:<\/p>\n<p>\u2022 Secure the information by including it in a Microsoft word \/ excel file and protecting it with a password.<br \/>\n\u2022 Then provide the recipient with the password by means of other communication, for instance by telephone.<\/p>\n<h4>6. Disclaimer provision<\/h4>\n<p>The disclaimer provision will be added to each outgoing email:<\/p>\n<p>\u201cThis 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.\u201d<\/p>\n<p><strong><a href=\"https:\/\/www.yourhrworld.com\/formats\/wp-content\/uploads\/2011\/07\/Email-Policy.doc\">Click Here To Download Email Policy<\/a><\/strong><\/p>\n<p>&nbsp;<\/p>\n\n<div style=\"font-size: 0px; height: 0px; line-height: 0px; margin: 0; padding: 0; clear: both;\"><\/div>","protected":false},"excerpt":{"rendered":"<p>Sample \/ examples email policy 1. Email accounts \u2022 Company supply free email account to employees. \u2022 Passwords should not be given to other people and should be changed once a month. \u2022 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 \u2022 Do not send unsolicited<\/p>\n","protected":false},"author":2,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[514,12],"tags":[570],"class_list":["post-2323","post","type-post","status-publish","format-standard","hentry","category-compensation-and-benefits","category-hr-policies","tag-email-policy"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.8 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Email Policy - HR Letter Formats<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.yourhrworld.com\/formats\/compensation-and-benefits\/hr-policies\/email-policy\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Email Policy - HR Letter Formats\" \/>\n<meta property=\"og:description\" content=\"Sample \/ examples email policy 1. 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