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Implementing an Email Policy

Follow these simple guidelines from our friends at IT Donut to implement an IT policy

Checklist

1 –  Get samples of email policies and email disclaimers (for example, by searching on the Internet).
2 – Set up an individual password-protected account for each employee and any general addresses (eg [email protected]).
3 – Establish who is responsible for each account and how incoming emails will be handled when an employee is absent.
4 – Establish security procedures and systems, such as password control, encryption and virus-checking software.
– Encourage appropriate business use of email.
6 – Specify what use of email is prohibited; ban the use of email for sending or receiving offensive material or engaging in illegal activities.
7 – Set limits on personal use of email: for example, prohibiting transmitting large attachments or joining busy mailing lists.
8 – Set up personalised signatures for outgoing e-mails including key company information (your company’s registered name, place of registration, registration number; and address of its registered office)..
9 – Set up a standard disclaimer; consider whether you want to include a disclaimer of any contractual significance for emails.
10 – Establish rules on sending confidential and personal information; check that these meet the requirements of data protection regulations.
11 – Set a standard response time for replying to emails.
12 – Let employees know how emails are monitored and stored; ensure that any monitoring complies with legal restrictions protecting privacy.
13 – Communicate the policy to all staff and provide appropriate training in effective use of email and the legal issues.
14 – Clarify the disciplinary consequences of breaching the policy, and consistently enforce the policy.

Do:
Set up IT systems in a way which helps support the policy
Encourage appropriate use
Clearly explain prohibited use
Provide training
Think about data protection

Don’t:
Read employees’ emails unnecessarily and illegally
Ignore breaches of the policy

Source IT Donut

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