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. The corporate emails used by employees represent the business. Here are some of the items that your email policy must contain: 1. This email policy should include all the do's and don'ts concerning the use of the company's email system. 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. 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. 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. Therefore, the sending of personal emails, chain letters, junk mail, jokes and executable would be prohibited. 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. Listed below are some of the ways on how your business can benefit from having a comprehensive and well-detailed email policy. 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. Only documents in the University Governance Document Library online are considered to be the most current version. 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. You may also see security policy. 2) Emails Are Company Property. You may also see training policy. Email Protocol and Email Policy 1. Who does this protocol and policy apply to? 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. Scope. Once the email policy has been signed by the employees, it is already considered as enforceable. 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. The allowed systems and/or networks that can provide the betterment of email transactions. Corporate emails are created for professional purposes – this is only one of the things that you should make your employees understand. Few company has used nice email policies. 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. We hope that our discussion is helpful enough so that you can already develop a complete and functional email policy. 5. 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. 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. Aside from non-discrimination policy and dispute resolution policy, an email policy is one of the policies that you should focus on. Title: INTERNET & EMAIL POLICIES Author: Gerard Created Date: 2/28/2014 11:09:55 AM Company email policy talks about the purpose an organisation should have this policy. Some time it is painful to reply on each and every mail. 3. of the company policy on email use, it needs to be readily available to them. This Acceptable Usage Policy covers the security and use of all (Acme Corporation’s) information and IT equipment. 2. Users must ensure that the correct recipient is selected (if selected from the address book) and ensure that the address is correct before sending. 4. ��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�ͤ��. 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. You can use the chart below as a starting … Email Acceptable Use Policy – pol-010 Version: 2.01 Page 3 of 6 Governance Document once printed is considered an uncontrolled document. 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 staff and our students) access to the internet. 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. Policy brief & purpose Our corporate email usage policy helps employees use their company email addresses appropriately. Your company should strictly forbid the use of email for anything other than legitimate business. The description of the items or activities where the corporate emails can be used. You may also see customer service policy examples. 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. Title: Company policy on email and Internet Author: Lynne Created Date: 1/14/2012 2:37:02 PM 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. Email is so important in our daily professional life, some time it is use for formal conversation and required answers in some specific time. As we have specified above, an email policy can protect not only the employees but also the business in general. 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. 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. 2. Just like any other company policies, an email policy can provide a lot of benefits to your business. 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. 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. 2. Cookies Cookies are files with small amount of data, which may include an anonymous unique identifier. All messages distributed via your company´s email system are the property of the company. If you don’t have a policy, you could be liable for privacy violations. 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. However, the hard part of this undertaking is that you have to be aware of how the policy can affect the business realistically. Finally, implementation of the rules can be monitored by using email management software and email response tools. 7. Sample Email Policy Template. Cookies are sent to your browser from a web site and stored on your computer's hard drive. 6. Email policies protect the company’s network from unauthorized data access. Schoo l Boar d o f Le vy Co unt y. E-MAI L AND Com puter Use POLICY. The discussion of the proper usage of the corporate email accounts of the employees. 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. Our corporate email usage policy helps employees use their company email addresses appropriately. … 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. This article is going to focus on how you can create an email policy that best suits your business. 3. 3. Sample Email Policy Template. 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. GMR VALUES AND BELIEFS. If employees are already on the premises of the workplace, it is important for businesses to ensure that they will be productive. This email policy outlines the acceptable use of business email for {COMPANY]. Email Policy Template. Email policies can be used to standardize email formats, including email signatures. 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. Policy and Rules on Internet and Email Use 1. 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. 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. If employees are already on the premises of the workplace, it is important for businesses to ensure that they will be productive. 4. It is not enough for you to develop the agreement. 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 email policy can make it easier for the management of the business to control the online transactions of the employees. 8. 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. Email is essential to our everyday jobs. The email system is intended primarily for business purposes. Tips in Creating an Employee Email Policy. Email Usage & Monitoring Policy Version 2.1 Page | 4 5.8 Care must be taken when sending emails. If there are things that you would like to clarify and remember, feel free to browse through the entirety of this article again. It should help employees determine the right way to communicate in any situation. 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