Email policy

Introduction

This web page gives a very brief outline regarding your company email policy and subject to individual needs.

Permitted use

Business email should not be used for anything other than business work.

External devices

Employees using business email on devices other than their work PC should exercise full care and attention to security of the device. Device should be locked when not in use and where possible encrypted (On a PC this would be Bitlocker or other similar program).

A remote wipe function should be set up in case the device becomes missing. or stolen.

Passwords and email settings

Never share an email address password.

Passwords must be changed if there is the slightest evidence that anyone apart from the end user, senior manager or IT personnel are aware of it. Some company’s may wish to enforce email password changes every 3 months.

Never send personal opinions as company opinions. If you must send a personal opinion, you must state it as such.

Sending email

Make sure your email complies to the company standard – font, font size, footer logo, footer txt etc.

Never send any form of derogatory remarks.

Staff should comply with the law at all times.

Keep attachments within the company policy size – usually 2GB.

Archiving your email

Ensure your archives are stored locally and backed up securly.

Receiving email

Individuals should only have access to specified email accounts.

There should be a policy for dealing with absent staff and generic email accounts.

Email should be responded to within a reasonable time span.

Never reply to a spam email.

Staff should be able to contact someone to double check the authenticity of an email. It is possible for a spammer to send you an email which appears to be coming from your boss or someone else.

Non professional email (email not from within your working environment like personal email, random advertisements, suspect email, not relevant email etc..) should be moved to a special folder for future reference.

Monitoring email

If email is monitored, staff should be told this. It is not unusual for managers to oversee staff email for professional reasons such as double checking the progress of a project or checking their email when they are on holidays etc.