Email Policy

 

Email Policy

   

INTRODUCTION • Electronic Mail (Email) System or Services: Any messaging system that depends on computing facilities create, send, forward, r eplydisplay, reply to, transmit,to store, hold, copy, download, 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 m ail and I t does not routinely inspect, respects the privacy of users. It monitor, or disclose electronic mail without the holder's consent. Nonetheless, subject to the requirements for  authorization and notification, the company may deny may ay inspect, access to its electronic mail services and m 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 m meet eet time-dependent, critical operational needs. These provisions are forms s of  comparable to those of policies that apply to other form communications, such as conventiona conventionall mail.

   

CAUTIONS: Users should be aware of the following:

• 1.1 Both the nature nature of electron electronic ic mail and of 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 disc losure under  the provisions of public records law. The company cannot routinely protect users against

 

such eventualities

 

1.2 Electronic mail, whether or not created cr eated or  stored on company equipment, may constitute as stored on record. company equipment, may constitute subject ubject to full as company Thus, may be s 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 fac t sent by the purported sender, since it is relatively straightforward, although it is defined as a violation v iolation in this Policy, electronic for senders to disguise their identity. Furthermore, mail that is forwarded may also be modified. Authentication technology is not widely and systematically in use in the company c ompany 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  s ender  to validate authorship or authenticity  authenticity  

   

1. 1.5 5 Ther Th ere e wi will be oc occa casi sion ons s tha thatt IT IT pe pers rso onn nnel el and sy sys ste tem m administrators may, during the performance of their duties, inadvertently see the contents of email messages. inadvertently 1.6 1. 6 Exce Ex cept pt as pr prov ovid ided ed el else sewh wher ere e in th thiis Pol Polic icy, y, IT pe pers rson onne nell 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 rerouting 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 notdisclosure exempt Systems Administrator from theinformation, prohibition against of personal and confidential 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  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 r outine or  occasional basis to protect system reliability r eliability and integrity, and to prevent loss ofofdata. back-up process results potential in the copying data The onto c opying storage media that may be retained for periods of  time and in locations unknown to the originator or iginator or  recipient of electronic mail. The practice and frequency of back-ups and the retention of back-up 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 do not specificallymail. address issues particularpolicies to the use of electronic 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 authorizedoftoiWeb. issue email account to eachisemployee 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

that such are company records  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 com pany’s Code of Conduct specifically s pecifically the following provisions: • Article 1 Section 4.1 • • Article Article 1 1 Section Section 4.2 5.25 • Article 2 Section 2.19 • Article 2 Section 2.21 • Article 3 Section 1.1 • Article 3 Section 1.22

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 • Theft or other abuse of  computing facilities. • Unauthorized entry, use, transfer, and tampering the accounts and files of with others • Interference with the work of  others and with other  computing facilities • Use of email for unlawful activities • Use of email commercial purposes not under the auspices of the company

TYPE of OFFENSE

C C

B C B

   

OFFENSES RELATED TO EMAIL USE   DESCRIPTION of OFFENSE

TYPE of OFFENSE

•

Use of email for personal financial gain (except as permitted under applicable policies)

C

•

Use of emailwith for personal inconsistent policies use 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

B

   

OFFENSES RELATED TO EMAIL USE   DESCRIPTION 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 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.

TYPE of OFFENSE

B

   

OFFENSES RELATED TO EMAIL USE   DESCRIPTION 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 or forward forward email email chain letters; iiservers "Spam", is, to exploit list or that 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

TYPE of OFFENSE

B

recipient s use of email.    

OFFENSES RELATED TO EMAIL USE   DESCRIPTION of OFFENSE • •

•

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

TYPE of OFFENSE A B

B

   

EFFECTIVITY AND VALIDITY

• This policy paper shall take effect immediately after approval and should be reviewed annually or as need arises.