Sample Email Policy Kit
Best practices.
Why your organization needs to have an email policy
2The best policies are created based on the industry, size of organization, culture of business and overall importance of using email as a critical communication tool. Regardless of the scope and restrictions of the policy, most companies lack the ability to enforce their policy if they have no awareness of when, how or by whom a policy is being broken.
This way management can directly and immediately address policy violations, educate users, and create or adjust policies based on actual company usage. This cycle of active management, user education and policy optimization is the only way to improve the business and reduce risk in the long term.
How to Implement an Email Policy In Your Organization
Policy Communication - Any policy will be effective only to the extent it is communicated effectively. Accordingly, any policy should be distributed in writing to existing employees and new hires and it should be readily available on-line. Inclusion in employee handbooks, manuals and stand-alone policies also is appropriate. The policy may also be incorporated into any employee training on use of the electronic systems. Personnel who will administer the policy should also be trained in order to ensure consistent application. Additionally, this policy should be reviewed and updated at least annually.
Consistency - Policies on electronic communications should be consistent with an employer’s other policies, such as those concerning computer network usage, use of the company’s name, telephone monitoring, antitrust, searches of office space, discrimination and discipline. They should also be in compliance with applicable federal and state laws regarding electronic monitoring.
Consent to Monitor - The federal Electronic Communications Privacy Act establishes that employees should have no expectation to or right of privacy in the workplace because all equipment and systems belong to the employer. Employers should still require all new and existing employees to sign this Email Policy which gives explicit consent to conduct email monitoring, and not merely provide an acknowledgment that such monitoring will occur during the course of employment.
Minimize Negative Impact - Regardless of the specifics of the program, it should be presented to employees with an eye toward maintaining positive employer-employee relations. Monitoring of email conversations may foster an atmosphere of distrust and resentment. Therefore, employers should present the monitoring program as part of an overall security program, advising employees that monitoring activities are being instituted as a necessary tool aimed at helping them in their jobs and responding efficiently and effectively to business needs.
