Sample Email, Internet and Software Policy

Business should have various agreed employment policies and procedures which are fair and equitable to ensure the proper operation of the business. You might find the following example of an e,mailpolicy useful.

Purpose

The purpose of this policy is to define the way in which electronic communications are managed in the firm and the rights and responsibilities of management and employees.

Scope

All employees.

Risks of email

Email is a personal computerised and efficient communication system which enables the sending and receiving of messages between staff and between the firm and its clients and suppliers. Documents and materials can be attached to emails. Email can effectively by-pass typewritten documents, faxes and the need to post documents. There are, however, risks attached to the sending of emails as follows:

A message may go to persons other than the intended recipient and if the content is confidential or commercially sensitive, this could be damaging to the firm
Email messages can carry a virus or malware which are particularly dangerous to the firm’s computer operations generally
Letters, files and other documents attached to emails may belong to others and there may be copyright implications in sending or receiving them without permission
Email is speedy and, as such, messages written in haste or written carelessly are sent simultaneously and without the opportunity to check or rephrase. This could give rise to legal liability on the firm’s part such as claims for defamation
An email message may legally bind the firm contractually in certain instances without the proper authority being obtained internally
It should be remembered that all personal data contained in emails may be accessible under Data Protection legislation and, furthermore, a substantial portion of emails to Government and other public bodies may be accessible under Freedom of Information legislation
Emails should be regarded as potentially public information which carry a heightened risk of legal liability for the sender, the recipient and the organisations for which they work

Policy for email use

In order to avoid or reduce the risks inherent in the use of email within the firm the following rules are necessary:

The firm’s name is included in the signature carried with every message sent by a staff member. This reflects on the firm’s image and reputation. Therefore, email messages must be appropriate and professional.
Email is not for private purposes, nor should email be used for any purpose other than the firm’s business. All emails issued from the firm will carry a disclaimer saying the email is intended only for the firm use.
Particular care should be taken when sending confidential or commercially sensitive information. If in doubt please consult management.
Great care should also be taken when attaching documents as the ease with which employees can download files from the internet or ‘cut and paste’ materials from electronic sources increases the risks of infringement of the rights of others particularly to intellectual property and other proprietary rights.
An email should be regarded as a written formal letter the recipients of which may be much more numerous than the sender intended. Therefore any defamatory or careless remarks can have serious consequences, as can any indirect innuendo. Avoid the use of indecent, obscene, sexist, racist or other inappropriate remarks whether in written form, in cartoon form or otherwise.
Do not subscribe to electronic services or other contracts on behalf of the firm unless prior express authority in writing has been given.
If an employee receives any offensive, unpleasant, harassing or intimidating messages via email inform management immediately.
Any important or potentially contentious communication which has been received through email should be printed and a hard copy kept. Where important to do so, obtain confirmation that the recipient has received your email.
Documents prepared by the firm for clients may be attached via email. However, excerpts from reports other than the firm’s own, if substantial, may be in breach of copyright and the author’s consent ought to be obtained particularly where the excerpt is taken out of its original context. Information received from a client or supplier should not be released to another client or supplier without prior consent of the original sender. If in doubt consult management.
The firm and its agents reserve and intend to exercise the right to review, audit, intercept, access and disclose all messages created, received or sent over the electronic mail system for any purpose.
All computer access will be through passwords and no individual is permitted onto the system using another employee’s password. Employees are not permitted to share their password with anyone inside or outside the firm. The Managing Partner is required to hold an up-to-date record of every employee’s password at all times.
The firm has virus protection software installed on all firm hardware but there is still a risk of viruses being received from external electronic communications, in particular from unknown sources. This includes all email attachments. If an external email is received from an unknown source or a message is wrongly delivered, do not open it and contact the IT Manager immediately. All disks entering the firm must be virus checked prior to their use on any firm machine. No exceptions are to be made to this policy and any abuse of this policy will be subject to the disciplinary procedure.
Notwithstanding the company’s right to retrieve and read any electronic mail messages, such messages should be treated as confidential by other employees and accessed only by the intended recipient. No employee should have an expectation of privacy in relation to electronic records or communications. Employees are not authorised to retrieve or read any email messages that are not sent to them. Any exception to this policy must receive prior approval from the firm. However, the confidentiality of any message should not be assumed. Even when a message is erased, it is still possible to retrieve and read that message.
Sensitive or proprietary information belonging to the firm or any of its clients should not be included in or attached to any emails without proper and adequate steps being taken to ensure that:
- The intended recipient(s) is/are authorised to receive the information.
- The information is needed by the intended recipient(s) for a legitimate business purpose.
- In the case of proprietary information belonging to a client, dissemination of the information to the intended recipient(s) for the intended purpose(s) is not restricted or prohibited by any confidentiality agreement or by any provision of any other agreement between the form and the owner of the information.
- All measures necessary to ensure that the information will remain secure (including encryption of the information, where appropriate) have been implemented.
- The information is transmitted only to the intended recipient(s).
- Confidentiality will be maintained by the recipient(s) after receipt and
- Where appropriate, arrangements have been made for the recipient(s) to destroy or return the information when no longer needed.

Disclaimer

It is firm policy to have a defined disclaimer attached to every external email communication. This must be set up on every email account to automatically appear on each email sent. This provides protection to the firm in relation to firm matters and distinguishes personal views. Details of this disclaimer are provided to each employee and the disclaimer is installed on all computers.

Policy for use of the internet

The firm’s internet connections are intended for activities that either support the firm’s business or the professional development of employees. Web surfing unrelated to these activities is strictly forbidden.

Internet usage is monitored on a systematic basis by the company.

To prevent computer viruses from being transmitted through the system there will be no unauthorised downloading of any software. All software downloads will be done through management.

The internet should not be used for personal gain or profit, to represent oneself as someone else, or to post or download messages that contain political views.

To access, download or transmit any indecent, obscene, pornographic, racist or defamatory or other inappropriate materials as well as the circulation of such materials will be a dismissible offence. This rule will be strictly enforced and is viewed as very serious with potential criminal liabilities arising therefrom. The Gardaí or other appropriate authority will be informed where appropriate.

The internet should not be used to advertise or otherwise support unauthorised or illegal activities.

The internet should not be used to provide lists or information about the firm’s employees to others and/or to send classified information without approval.

Use of public messaging systems on the internet should not be used by staff save with the specific written permission of management. Public messaging systems include user groups, special interest forums and bulletin boards.

Employees are not permitted to register with sites or electronic services in the firm’s name without the prior permission of management. They are not permitted to reveal internal firm information to any sites, be it confidential or otherwise, or comment on firm matters, even if this is during after-hours or personal use. The firm confidentiality policy applies to all electronic communication and data.

Software policy

During employment with the firm, employees will be required to use a wide variety of computer systems. Each employee must adhere to the firm’s Information Technology security standards, policy and procedures relevant to his/her work area. Under no circumstances may an employee introduce his/her own software. Employees are responsible for notifying the Managing Partner of any breaches of Information Technology security. Employees must only use software developed by the firm or licensed or provided by the developer to the firm.

No copy of any company software is to be loaded onto hardware not owned by the firm. Only standard screen savers approved by the firm are permissible on the firm’s computers.

The firm’s computer system may not be used by you for undertaking items of a personal nature.

Infringement of the rules

Any breaches of these rules will be treated seriously and will be subject to disciplinary action up to and including dismissal.

Any employee found to be abusing the company electronic communication system, including email and internet use, or not operating in line with this policy, will be subject to the firm’s disciplinary action up to and including dismissal. This includes any attempt to circumvent system security, including firewalls, put in place to protect the firm. Any suspicion or evidence of abuse must be immediately reported by all employees.

Please call Noel Murphy today on 021-4310266 if you need further information on other company personnel policies or a free consultation.

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