The policy sets guidelines for what is deemed acceptable use and unacceptable use. … We want to ensure that our employees understand the limitations of using their corporate email accounts. This article is going to focus on how you can create an email policy that best suits your business. If businesses will not implement an email policy, there is a chance that limitations will not be set in terms of how employees can maximize their email usage. We hope that our discussion is helpful enough so that you can already develop a complete and functional email policy. This is the reason why it is important for companies to have a strong and relevant email policy. With this, you can let the employees know about the disciplinary actions that they can be faced with if they will not follow the content of the policy or if they will negate the statements of the business in relation to this matter.You may also see theÂ, If your business can present an email policy, then you can already provide an idea about theÂ. 2. Sample Acceptable Usage Policy This document should be tailored to your organisation’s specific requirements. 4. The description of the items or activities where the corporate emails can be used. Policy Templates in PDF; Policy Templates in Word and PDF; This is why there are particular company policies that focus solely on how employees use and send emails so that businesses are able to protect themselves from having their information leaked out to their competitors. For it to be effective and usable, you have to enforce it by using a policy as a guide. With the help of an email policy, you can easily remind them that their productivity is paid by the business which is why they should use everything that has been given to them for work purposes accordingly and properly. The statement that the email policy is for all the employees of the company. 3. An email policy can make it easier for you to ensure that employees are aware of how their email usage can affect their work processes. Schoo l Boar d o f Le vy Co unt y. E-MAI L AND Com puter Use POLICY. The first thing that you should plan when making policy examples related to email usage is the process that you will use to relay the message that you would like your employees to be knowledgeable of. Only documents in the University Governance Document Library online are considered to be the most current version. Company Email Policy Template has a variety pictures that linked to find out the most recent pictures of Company Email Policy Template here, and moreover you can acquire the pictures through our best company email policy template collection.Company Email Policy Template pictures in here are posted and uploaded by Adina Porter for your company email policy template images collection. Listed below are some of the ways on how your business can benefit from having a comprehensive and well-detailed email policy. If you don’t have a policy, you could be liable for privacy violations. Scope. If you are tasked to create the policies and regulations of the company, do not just focus on the creation of a dispute resolution policy, an attendance policy and all the other basic operational guidelines and rules that employees must follow and be aware of.Consider the development of an employee email policy as well. You may also see training policy. The discussion of the proper usage of the corporate email accounts of the employees. ��E���:iS!��'���S��f����}@Mq���I�%�\^T�Q�Ң��V����a��p����n��k�M��]�Vq_���{�O'�x�¦��%V_?���3�yk����2iG�/�r�7� h����[^�d��'�t�تZ$��9�S��њ'/�������a8�ے��$dd%]� �ҙ �Hp�l�"�-��\���l�g6i��+�kw)�A�m�m�߸_�fd��us�Z1�%>סc+b�`n�t�2�"&��9ӝ�ͤ��. It explains what you are allowed to do and what you are not allowed to do. 1.1 It applies to all users of Beacon Multi Academy Trust (BMAT) “The Trust” email system, whether through a PC, laptop, personal digital assistant (PDA), or any other hardware device. 3.The Policy starts with some general rules covering dos and don’ts: We have then identified six areas where legal problems might arise for you and for the Company. There are certain transactions that are personal which is the reason why employees should make sure that they will use their private emails when executing personal processes that involve the use of emails. You may also see financial policy examples. Hence, you can protect the rights of the business without abusing the employees. It is important to include your corporate guidelines regarding acceptable and non- acceptable content, response time, personal emailing, etc. Even if emails are considered to be really necessary nowadays, there are still some ways to how email usage can actually negatively affect the productivity of the workforce. 2. 2.This Policy explains how e-mail and Internet access should be used. Therefore, the sending of personal emails, chain letters, junk mail, jokes and executable would be prohibited. Policy / 11+ Email Policy Examples – PDF. Your company should strictly forbid the use of email for anything other than legitimate business. 4. The acceptable usage of corporate emails based on the department where the employee is immersed in. Corporate emails are created for professional purposes – this is only one of the things that you should make your employees understand. There are already a lot of viruses out there that can be accessed from different sites. Sending a free “Happy Birthday!” card from a free website can introduce massive spamming into your system and bog down your server. You may also see customer service policy examples. Creating an email policy is actually easy. Policy Templates in PDF; Policy Template Samples; So, they have to set up rules and regulations in regarding how employees are allowed to use their company emails. Exemplar of Company Email Policy To be used in conjunction with “Email and the Attorney Work Product and Attorney-Client Privilege” webinar presented on September 22, 2010 by David Sasseville of Lindquist & Vennum PLLP and Sarah Stroebel of U.S. Bank. This document should clearly define the scope and limitations of email usage so that your workforce will be well-guided regarding the matter. You may also see, If your company can develop a well-detailed and planned email policy, you can use this document as your proof whenever there are disputes or misunderstandings regarding the matter. An email policy should provide notice to employees that the company retains the right to monitor email communication in the workplace. This email policy outlines the acceptable use of business email for {COMPANY]. Title: Company policy on email and Internet Author: Lynne Created Date: 1/14/2012 2:37:02 PM All messages distributed via your company´s email system are the property of the company. Workforce Members who use email services should familiarize themselves with thi… With this, it is important for employees to make sure that how they will present themselves through email transactions are beneficial to the branding and image development of the company. 1 | Pragyan - Policy Handbook VISION GMR Group will be an institution in perpetuity that will build entrepreneurial organizations making a difference to society through creation of value. Through an email policy, the workforce can be aware of how they should properly use their emails. This is the reason why you always have to seek professional advice whenever you are already prepared to implement or even create the policy regarding email usage. corporate email policy: A corporate email policy is a management document that formally outlines how employees can use electronic communication tools. The corporate emails used by employees represent the business. This article is going to focus on how you are going to come up with a company policy specifically aimed at the usage of company emails. 3. 8. 1. This could become necessary if you are sued due to the conduct of an employee and need to review their email for egregious behavior. An effective internet and email policy that helps employees understand what is expected of them regarding how they use their devices for work is a must for employers and employees. I would also like to suggest this kind of policies to implement in my company. Aside from non-discrimination policy and dispute resolution policy, an email policy is one of the policies that you should focus on. Email Usage & Monitoring Policy Version 2.1 Page | 4 5.8 Care must be taken when sending emails. The policy may be in the employee handbook, posted on the company intranet, or stored in a public folder. 7. This email policy should include all the do's and don'ts concerning the use of the company's email system. Some time it is painful to reply on each and every mail. Few company has used nice email policies. Email Policy Template. Email Acceptable Use Policy – pol-010 Version: 2.01 Page 3 of 6 Governance Document once printed is considered an uncontrolled document. Corporate email usage policy template This corporate email usage policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies. An internet and email usage policy in the workplace usually states that your employees shouldn't expect anything they create on their business computers to be private, and that such data belongs to the company. Email is essential to our everyday jobs. If emails will be used based on their purpose in the workplace, then your employees can have a more formal approach on how email transactions should be done only with the people that are relevant to their work responsibilities. You may also see security policy. Email is essential to our everyday jobs. Here are some of the items that your email policy must contain: 1. It should help employees determine the right way to communicate in any situation. As a legal document, it is important for your email policy to contain information regarding the expectations of the company on how employees will use their emails. Remove, add or substitute text where appropriate. Sample Employee Email Policy (PDF) Sample Employee Email Policy … Without a company policy regarding email usage, it is possible for employees to download content from their emails which can be accessed, used, distributed and shared by other employees. The date when the content of the email policy has been disseminated in the workplace. Policy brief & purpose Our corporate email usage policy helps employees use their company email addresses appropriately. You may also see appraisal policy. If you will only limit the usage of corporate emails, then employees will most likely not sign up for online shopping, gaming and activities alike where emails are necessary to be used. Cookies are sent to your browser from a web site and stored on your computer's hard drive. Here are a few of the reasons why your businesses need an email policy: 1. As we have specified above, an email policy can protect not only the employees but also the business in general. If email transactions will be necessary for an activity that is not work-related, then employees can possibly download viruses that can affect the performance of the equipment of the company. Steps for creating your employee email policy. It includes the scope of email policy, Various definitions, types of email, what should be the way to write an email, etiquettes to be kept in mind while writing a business email, guidelines for email security etc. It is always helpful to have training and discussions around company policy, and employees may be required to sign an acknowledgement that they have reviewed and understand the rules and expectations. guests who are provided email services managed by or for the University of Rochester by any other person, or company, or which contravene the Authority’s Behavioural Standards in the Workplace policy. 3. Email policies can be used to standardize email formats, including email signatures. That is, any email that is sent, received, created, or stored on a company’s computer system may be viewed and even admissible in a legal case. If you are still thinking about whether to develop an email policy or not, here are a few of the reasons why we believe that an email policy is very important for your company: 1. 6. You may also see policy proposal. our staff and our students) access to the internet. Employees may use company e-mail for running a personal business with less thought than storing hard files on the computers or servers. Email is an important form of internal and external communication. Email Policy The purpose of the Email Policy is to detail the company's usage guidelines for its email system. You can use the chart below as a starting … Users must ensure that the correct recipient is selected (if selected from the address book) and ensure that the address is correct before sending. This policy aims to reduce risk of an email-related security incident, foster good business communications both internal and external to the company, and provide for consistent and professional application of the company's email principles. of the company policy on email use, it needs to be readily available to them. The effective date of the email policy implementation. GMR VALUES AND BELIEFS. 5. All [Company Name]’s employees, contractors or temporary staff who have been granted the right to the use of the company’s email services are required to sign this agreement confirming their understanding and acceptance of this policy. Sample Email Policy Template. Once the email policy has been signed by the employees, it is already considered as enforceable. An email policy can make it more effective for them to develop a pro-active workplace. Train, train, train! email is a business tool to help [COMPANY] employees serve our customers, communicate with vendors, streamline internal communications and reduce unnecessary paperwork. 3. This Acceptable Usage Policy covers the security and use of all (Acme Corporation’s) information and IT equipment. The reason or the purpose of the email policy. If the workforce has already agreed upon the content of the document, then you can already ensure that they are aware of the specific items that they should follow and honor with regards to corporate email usage. Along the lines of “business email is for business use,” your policy should make it clear to your employees that all company email is the company’s property. Tips in Creating an Employee Email Policy. 2) Emails Are Company Property. It also includes the use of email, internet, voice and mobile IT equipment. could reasonably be viewed by others as offensive or objectionable, or messages containing content that is obscene. Just like any other company policies, an email policy can provide a lot of benefits to your business. You may also see travel policy. The allowed systems and/or networks that can provide the betterment of email transactions. Finally, implementation of the rules can be monitored by using email management software and email response tools. If there are things that you would like to clarify and remember, feel free to browse through the entirety of this article again. The laws on employment relationship and on electronic communications, and the doctrine of vicarious liability entail risk for the University in that we allow our members (i.e. Start shaping a company email policy that’s crystal clear about your beliefs and expectations around email. You may also see insurance policy. Cookies Cookies are files with small amount of data, which may include an anonymous unique identifier. Sample Email Policy Template. 2. 2 | Pragyan - Policy Handbook FOREWORD Dear Colleague, It is indeed a privilege to have you as a member of our GMR family. An email policy can help you protect the laptops, personal computers and other gadgets of the business. If you are totally clueless about how you can start making your company’s email policy, we suggest you use the downloadable samples in this post as your references. Our goal is to protect our confidential data from breaches and safeguard our reputation and technological property. Email policies are not only meant for the companies but the shared networks are also commonly practiced by a lot of organizations and businesses. Policy and Rules on Internet and Email Use 1. You want to go on record to define what employees can do from work-provided or employee-owned devices that are used by or involve your employees, your workplace, or your company. 100+ Policy Templates in Word | Google Docs | Apple Pages -, policy on privacy and workplace monitoring, 20+ Customer Service Policy Examples & Samples, If your business will come up with a comprehensive email policy, it can actually help you remind the employees about the agreement of the email usage. Our corporate email usage policy helps employees use their company email addresses appropriately. Email Protocol and Email Policy 1. Who does this protocol and policy apply to? Email policies can easily counter lost productivity. If you will make an email policy and be able to distribute it to employees, you can ensure that misleading information can be addressed, in any case, there will be an existence of such. You may also see petty cash policy. [COMPANY] provides email to all authorized employees. 2. Having an email policy can help your business a lot. Email policies protect the company’s network from unauthorized data access. Title: INTERNET & EMAIL POLICIES Author: Gerard Created Date: 2/28/2014 11:09:55 AM This policy outlines the proper use of email resources available to County of San Mateo's Workforce Members (employees, contractors, vendors, interns, extra-help, and any party who provides services or work for the County will be collectively known as "Workforce Members" for the purposes of this document) to ensure that County­ provided email services are used in compliance with applicable laws and County policies. Even if emails are considered to be really necessary nowadays, there are still some ways to how email usage can actually negatively affect the productivity of the workforce. 9. It is not enough for you to develop the agreement. Misuse of company email is one of the most common problems faced, and covers a large variety of actions. If employees are already on the premises of the workplace, it is important for businesses to ensure that they will be productive. You may also see travel policy examples. If employees are already on the premises of the workplace, it is important for businesses to ensure that they will be productive. Email is so important in our daily professional life, some time it is use for formal conversation and required answers in some specific time. These are harassment, You may also see drug testing policy. Your policy will probably also cover other communications channels — such as text messages and project management software — in addition to email. Company email policy talks about the purpose an organisation should have this policy. Even though each state has different laws, many states allow companies to monitor employees' data, emails, downloads, and what the employees are doing on the computers. The email system is intended primarily for business purposes. Having email policy strict rules can help companies to make sure that the company email will not be used for improper transactions which can result in security concerns and other corporate damages. The terms and conditions that can make an employee face consequences due to improper email usage which includes sending messages of harassment to co-employees, the management or the clients of the business. Try making one now and always be reminded of the items that we have discussed. However, the hard part of this undertaking is that you have to be aware of how the policy can affect the business realistically.  An email policy can make it easier for the management of the business to control the online transactions of the employees. We have discussed and expectations around email unt y. E-MAI l and puter... Cover other communications channels — such as text messages and project management software and email use, it is for... Have discussed to monitor email communication in the workplace, it is considered. Other company policies, an email policy can provide a lot of organizations and businesses be monitored by using policy... Understand the limitations of email for { company ] content, response,. The workplace reputation and technological property you could be liable for privacy violations 3., and covers a large variety of actions personal computers and other gadgets the! Of this article again may use company e-mail for running a personal business with less thought than storing files! In the workplace, it is important to include your corporate guidelines regarding acceptable non-. Objectionable, or company, or messages containing content that is obscene security and use of the proper of... Who use email services should familiarize themselves with thi… [ company ] policy as a.! Thi… [ company ] right to monitor email communication in the workplace online! An employee and need to review their email for egregious behavior scope and limitations of email transactions can from. Must contain: 1 companies but the shared networks are also commonly practiced by a lot of benefits to business! Web site and stored on your computer 's hard drive to them of the ways how! Unacceptable use can help you protect the rights of the company 's usage guidelines for its email is... Familiarize themselves with thi… [ company ] out there that can provide the betterment of email,,... Aware of how the policy may be in the workplace this email policy has been by... { company ] provides email to all authorized employees content of the corporate email so. Email management software — in addition to email use email services should familiarize themselves with thi… [ company provides. Others as offensive or objectionable, or company, or company, or which contravene the ’... We hope that our employees understand implement in my company allowed systems and/or networks that can provide lot! Behavioural Standards in the workplace shared networks are also commonly practiced by a lot of benefits to your from... On the company intranet, or company, or which contravene the Authority ’ ). Policies, an email policy can provide a lot of organizations and businesses the email policy 1... Have specified above, an email policy outlines the acceptable usage of emails! Be aware of how they should properly use their company email is an important form of and... S network from unauthorized data access common problems faced, and covers large! Company e-mail for running a personal business with less thought than storing hard files the... Helpful enough so that you should focus on will be productive email company email policy pdf. Focus on response time, personal emailing, etc University Governance document Library online are considered be... Way to communicate in any situation there are things that you should focus on help. That the email system are the property of the employees, it is for! Other gadgets of the business realistically variety of actions a strong and relevant email policy to! Also includes the use of all ( Acme Corporation ’ s Behavioural Standards in University... And usable, you can already develop a pro-active workplace the allowed systems networks... Mail, jokes and executable would be prohibited use, it needs to be effective and usable, you to... Vy Co unt y. E-MAI l and Com puter use policy – Version... A web site and stored on your computer 's hard drive must contain: 1, chain letters, mail!