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Email Policy

INTRODUCTION

• Electronic Mail (Email) System or Services: Any


messaging system that depends on computing
facilities to create, send, forward, reply to,
transmit, store, hold, copy, download, display,
view, read, or print computer records for
purposes of asynchronous communication
across computer network systems between or
among individuals or groups, that is either
explicitly denoted as a system for electronic
mail; or is implicitly used for such purposes.
The company encourages the use of electronic mail and
respects the privacy of users. It does not routinely inspect,
monitor, or disclose electronic mail without the holder's
consent. Nonetheless, subject to the requirements for
authorization and notification, the company may deny
access to its electronic mail services and may inspect,
monitor, or disclose electronic mail when required by and
consistent with law, when there is substantiated reason
that violations of policy or law have taken place, or, in
exceptional cases, when required to meet time-dependent,
critical operational needs. These provisions are
comparable to those of policies that apply to other forms of
communications, such as conventional mail.
CAUTIONS: Users should be
aware of the following:
• 1.1 Both the nature of electronic mail and of the
company’s business makes electronic mail less
private than users may anticipate. For example,
electronic mail intended for one person
sometimes may be widely distributed because of
the ease with which recipients can forward it to
others. Furthermore, even after a user deletes
an electronic mail record from a computer or
electronic mail account it may persist on backup
facilities, and thus be subject to disclosure under
the provisions of public records law. The
company cannot routinely protect users against
such eventualities
1.2 Electronic mail, whether or not created or
stored on company equipment, may constitute as
company record. Thus, may be subject to full
disclosure if necessary
1.3 The company, in general, cannot and does
not wish to be the arbiter of the contents of
electronic mail. Neither can the company, in
general, protect users from receiving electronic
mail they may find offensive. Employees, however,
are strongly encouraged to use the same personal
and professional courtesies and considerations in
electronic mail as they would in other forms of
communication.
1.4 There is no guarantee, unless
"authenticated" mail systems are in use, that
electronic mail received was in fact sent by the
purported sender, since it is relatively
straightforward, although it is defined as a violation
in this Policy, for senders to disguise their identity.
Furthermore, electronic mail that is forwarded may
also be modified. Authentication technology is not
widely and systematically in use in the company as
of the date of this Policy. As with print documents,
in case of doubt receivers of electronic mail
messages should check with the purported sender
to validate authorship or authenticity
1.5 There will be occasions that IT personnel and system
administrators may, during the performance of their duties,
inadvertently see the contents of email messages.
1.6 Except as provided elsewhere in this Policy, IT personnel
are not permitted to do so intentionally or disclose or otherwise
use what they have seen. One exception, however, is that of
Systems Administrator who may need to inspect email when re-
routing or disposing of otherwise undeliverable email. This
exception is limited to the least invasive level of inspection
required to perform such duties. Furthermore, this exception
does not exempt Systems Administrator from the prohibition
against disclosure of personal and confidential information,
except insofar as such disclosure equates with good faith
attempts to route the otherwise undeliverable email to the
intended recipient. Re-routed mail normally should be
accompanied by notification to the recipient that the email has
been inspected for such purposes
1.7 Even though the sender and recipient have
discarded their copies of an electronic mail record,
there may be back-up copies that can be retrieved.
Systems may be "backed-up" on a routine or
occasional basis to protect system reliability and
integrity, and to prevent potential loss of data. The
back-up process results in the copying of data onto
storage media that may be retained for periods of
time and in locations unknown to the originator or
recipient of electronic mail. The practice and
frequency of back-ups and the retention of back-up
copies of email vary from system to system.
PURPOSE
This paper is aimed to:

2.1 Establish a policy for effective and way of


communication through the proper use of email.
2.2 Identify limitations and prohibitions in the use
of company email facility.
2.3 Define new policy and procedures where
existing policies do not specifically address issues
particular to the use of electronic mail.
2.4 Minimize disruptions in the use of company’s
electronic mail and other services and activities.
SCOPE

• This policy applies to all employees of


iWebmasters.com, Inc.
POLICY
1. Each user is subject to 50 megabytes
quota space only.
2. Only IT personnel is authorized to issue
email account to each employee of iWeb.
3. Each employee will only be provided with
one email account, additional email account
can be accommodated provided approved by
IT Manager and COO.
4. Use of company email is limited to official
use only. Use of company email for private
business activities, personal activities,
amusement/entertainment purposes, or other
non-job related communications is
discouraged.
5. Email services may be used for incidental
personal purposes provided that, in addition to the
foregoing constraints and conditions, such use
does not
5.1 Directly or indirectly interfere with the
company’s operation of computing facilities or
electronic mail services;
5.2 Burden the company with noticeable
incremental cost;
5.3 Interfere with the email user's employment
or other obligations to the company. Email records
arising from such personal use may, however, be
subject to full disclosure under the presumption
that such are company records
such as MS Outlook maybe allowed provided
approved by IT Manager and COO.
8. All email messages should be
downloaded. No copy of messages will be
stored in the email server.
9. Email accounts of resigned employees are
automatically deleted on their last working
day.
PENALTIES

• Employees are accountable for their use of electronic


communications just as they are for other conduct and
communications in the workplace. Violations of policies
governing the use of email may result in restriction of
access to the company’s computing access. In addition,
Corrective Action may be applicable under the company’s
Code of Conduct specifically the following provisions:
• Article 1 Section 4.1
• Article 1 Section 4.2
• Article 1 Section 5.25
• Article 2 Section 2.19
• Article 2 Section 2.21
• Article 3 Section 1.1
• Article 3 Section 1.22
In addition to the above existing provisions in our
Code of Conduct, the following will be added:
OFFENSES RELATED TO EMAIL USE
DESCRIPTION of OFFENSE TYPE of OFFENSE
• Theft or other abuse of C
computing facilities.
• Unauthorized entry, use, C
transfer, and tampering with
the accounts and files of
others
• Interference with the work of
others and with other B
computing facilities
• Use of email for unlawful
activities C
• Use of email commercial B
purposes not under the
auspices of the company
OFFENSES RELATED TO EMAIL USE
DESCRIPTION of OFFENSE TYPE of OFFENSE

• Use of email for personal C


financial gain (except as
permitted under applicable
policies)
• Use of email for personal use B
inconsistent with policies
regarding intellectual property,
or regarding sexual or other
forms of harassment.
• Mis-representation. Giving the B
impression that employee is
representing, giving opinions,
or otherwise making
statements on behalf of the
company unless appropriately
authorized (explicitly or
implicitly) to do so
OFFENSES RELATED TO EMAIL USE
DESCRIPTION of OFFENSE TYPE of OFFENSE

• Failure to write an explicit


disclaimer at the bottom
of the email unless it is
clear from the context
that the author is not
representing the B
company. An appropriate
disclaimer is: “The
opinions or statements
expressed hereon are my
own and should not be
taken as a position,
opinion, or endorsement
of the company.
OFFENSES RELATED TO EMAIL USE
DESCRIPTION of OFFENSE TYPE of OFFENSE
• Use of email that will Interfere with
the company’s email services that
could reasonably be expected to
cause, directly or indirectly,
excessive strain on any computing
facilities, or unwarranted or
unsolicited interference with others'
use of email or email systems .
Such uses include, but are not
limited to, the use of email services
to:
• i. Send or forward email chain
letters;
B
• ii "Spam", that is, to exploit list
servers or similar broadcast
systems for purposes beyond their
intended scope to amplify the
widespread distribution of
unsolicited email;
• Iii. “Letter-bomb", that is, to re-send
the same email repeatedly to one or
more recipients to interfere with the
recipient's use of email.
OFFENSES RELATED TO EMAIL USE
DESCRIPTION of OFFENSE TYPE of OFFENSE

• Excessive use of email for A


Personal Use.
• Failure to exercise extreme
caution in using email to B
communicate confidential
sensitive matters.
• Failure to take necessary
precautions to protect the B
confidentiality of personal or
confidential information
encountered in the
performance of their duties or
otherwise in the use of email
facilities
EFFECTIVITY AND VALIDITY

• This policy paper shall take effect


immediately after approval and should be
reviewed annually or as need arises.