The use of Email is now a common method of communication. Because of this you should make sure that your company creates a document that defines very clearly the rules and guidelines for both internal and external Email usage. This document should be read and signed by all employees.

Enforcement

In addition, you should make sure that the established guidelines and rules are followed. If you do not enforce the rules, it may be possible for an employee who violates the rules to avoid any legal considerations or penalties.

Why should you go to all this effort?

Email documents can be considered to be private, just like the U.S. Mail, unless you make it known to your employees that Email may be reviewed from time to time by authorized persons.

In addition, confidential company information may be distributed via EMail. Employees should be made aware that this information is to remain confidential.

Recommendations

Here are some recommendations that you may want to include in your Email guidelines.

• Specify that Email should not be used for personal purposes.
• Specify that Email is not private. That it may be copied, read or monitored by others.
• Specify that Email messages will be backed up on a routine basis.
• Specify that Email cannot be used for sexual harassment.

This may be your first exposure to this topic. I have read several articles that discuss this topic, but have yet to find a document that actually defines and incorporates the above ideas. So, I would like to make a request of anyone who would like to share their Email document.

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