Beach Trinkets E-Mail Policy - Essay Example

Beach Trinkets E-mail policy Beach Trinkets (from now onwards referred to as the “company gives its employees the capabilities to operate an e-mailsystem. The objective of this document is to ensure that the company’s e-mail system is not used inappropriately. Purpose This policy is meant to lay the guidelines for what company deems as acceptable and unacceptable use of its e-mail system. An e-mail sent through the company e-mail id will be seen as an official company statement. Any e-mail that tarnishes the public image of the company will be harmful for it. The purpose of this policy is to prevent such usage of the e-mail system. Scope This policy will govern any e-mail sent through company e-mail system. It applies to all the employees (full-time as well as part-time), interns, clients, suppliers, agents, and other stakeholders of the company. The e-mail policy applies to any location where the company e-mail is used, and includes, but is not limited to homes, airports, and hotels. The Company reserves to the right to make changes to the policy. Any case of changes in the policy will be communicated to the users appropriately. Violation of the policy will be dealt with seriously, and may include actions up to and including termination. E-mail usage: The e-mail system of the company is meant only for business purposes. Employees may use their e-mails for personal purposes, but such usage is limited to communicating with family members during work breaks only, and should make sure that this does not hinder work performance or business needs. The e-mail shall not be used for purposes like job search, promotion of a religious, or a political cause, or for personal gains. However, employees shall save their personal e-mails in a separate folder named “Private”. This folder shall be cleaned once a week in order to prevent unnecessary load on the company’s e-mail system. Use of e-mails services by companies like (Yahoo!, Gmail, hotmail or others) is prohibited. The employees shall ensure these necessary conditions while sending an e-mail: Confidential information, if sent through e-mail shall be sent in a password protected document, or pdf file. The password then shall be told to the recipient through other means such as telephone. E-mails sent should not have any defamatory, offensive, racist, sexual, or obscene remarks. The company does not allow sending of joke e-mail through its e-mail ids. The e-mails shall not have any content that defame other persons on the basis of their religion, color, gender, sexual orientation, nationality, disability or age. E-mails shall not be used to spread gossips or rumors about the company and its other stakeholders. E-mails shall not have any content that has the potential to negatively impact employee productivity, satisfaction, or morale. E-mails having attachments shall be checked for viruses or other malware programs using the company antivirus system. E-mail shall not be used to send a message containing copyrighted material. E-mails containing spam content shall not be sent through company e-mail system. The above rules also apply to e-mails forwarded by company employees. E-mail Monitoring The e-mail messages sent, received, or transmitted using e-mail ids provided by company are the property of the company, and the employees have no reasonable expectation of privacy. The company reserves the right to monitor, inspect, copy, review, store, edit, and delete any and all e-mails transmitted via the company’s e-mail system. Any content created, downloaded, or uploaded through the company’s e-mail system is liable to be under company’s scrutiny. The company has the right to divulge e-mail information to other third parties without employee’s consent. However, the company is not obliged to monitor all e-mail messages. In case of disputes, the company will try to distance itself from the case as much as legally possible. Best Practices In order to ensure efficient usage of e-mail system, and to present a professional image of the company, the company wishes that the users follow these best practices while writing e-mails: Use short descriptive subjects Ensure that the attachment is not too big in size. Compress necessary files if needed. Do not make use of cc: or bcc: fields. Try to put all the e-mail addresses in the To: field. Use of internet abbreviations and smileys is discouraged. E-mails shall have signature with your name, job title, e-mail id, contact number, and company name. Please ensure that the spellings and grammar used in the e-mails is Please try to reply to e-mail messages within at least 12 working hours. Change your e-mail id passwords at least once every month. Periodically clear your mail boxes of unnecessary e-mails. Also make sure that you empty your ‘deleted e-mails’ at regular intervals. Disclaimer The company will add a disclaimer under your signature in every mail that you send. “This e-mail and any attachment is intended solely for the addressees and is strictly confidential. If you have received this e-mail in error, please notify the sender and the system manager and delete it. The views expressed in this e-mail are strictly those of the sender, and do not necessarily represent those of the company. Any use of the e-mail not according to its purpose and a partial or whole disclosure is prohibited except a formal approval from the sender. The company shall not be liable for any damages caused by the e-mail. Do not print this e-mail unless it is very necessary. Save paper.” E-mail id The e-mail ids provided are the property of the company. The passwords shall not be revealed to any other person. Acknowledgement If you have any queries regarding the above laid down policies, please contact the compliance officer. In case of no queries, it shall be presumed that you have understood the policy. I have read, understand and acknowledge the receipt of the Beach Trinkets Email policy. I understand that the violation of any of the above rules may result in disciplinary action up to and including my termination Signature: ____________________________ Date: _________________________________ Name: ________________________________ Read More