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Email Policy
Policy No: 1.09
Printable
Version
PURPOSE
The purpose of
this policy is to provide a framework that ensures that
The Fake Chicken Company is informed about the applicability
of policies and laws relating to email and that electronic
email services are used in compliance with these policies
and laws to ensure records of value are captured into the
corporate memory base. Email services are a business
tool. Users of these email services need to be
informed about how the concepts and security apply to email.
SCOPE
This policy
applies to all staff of The Fake Chicken Company, whether permanent or
temporary, including contractors or volunteers who send or
receive email communications.
POLICIES
1.1.1 The
The Fake Chicken Company email system is for business use
only. Use of the system for private communications is
not permitted without the authorisation of the user’s
Division Manager and the IT Manager.
Help with Understanding this Policy
Computer Systems and Equipment Use Policy
...and more
1.2.1
Email
messages should have the appropriate disclaimer attached so
that the recipient of the information is aware of the
limitations of use of the information provided or any
endorsements or qualifications that may apply.
Help with Understanding this Policy
Example Email Disclaimer
...and more
1.3.1 Users must
regularly move information from email folders to
the corporate electronic records management system.
Help with Understanding this Policy
Information Management Policy
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...and more
1.4.1 Email
messages contained anywhere within the computer systems and
networks of The Fake Chicken Company may be monitored for internal policy
compliance, suspected criminal activity, and other system
management purposes. The email system should not be
considered “private” and authorised personnel may, at any
time, view email files.
Help with Understanding this Policy
Information Management Policy
...and more
1.5.1 Any
user who
discovers a breach of this policy is to notify the IT
Manager immediately so that the
correct remedial action can be taken.
Help with Understanding this Policy
Procedure for Handling
Minor Security Incidents
...and more
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2.1.1 Before
a staff member can use the email system they must first be
authorised by their Division Head who will advise the IT
Manager. Access is granted on the basis of a genuine
need for this system to carry out day to day business activities.
Access
Control Policy
2.2.1 The email
system is a corporate resource much the same as providing a
company car. Any manager responsible for staff with email
access is accountable for ensuring that use is in accordance
Email Policies.
Personnel
Management Policy
3.1.1 A
capacity limit of 50 MB has been set for the email
mailbox of each
user.
Information Management Policy
3.2.1 Email
documents and their attachments are to be accorded the same
systematic document handling processes for recording,
retention, archiving and destruction as any other corporate
document...
Information Management Policy
Backup and Archiving Procedure
...and more
3.3.1 Anti-Spam
filtering is to be enabled and messages tagged as Spam
should be blocked.
...and more
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