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E-Mail
Policy
This
document sets forth the policy of _____________________ (the “Company”) with
respect to e-mail. All employees
who use the Company’s e-mail system are required to comply with this policy
statement. 1.
Business Use. The e-mail system is to
be used solely for business purposes of the Company and not for personal
purposes of the employees. 2.
Ownership. All information and
messages that are created, sent, received or stored on the Company’s e-mail
system is the sole property of the Company. 3.
E-mail Review. All e-mail is subject to
the right of the Company to monitor, access, read, disclose and use such e-mail
without prior notice to the originators and recipients of such e-mail.
E-mail may be monitored and read by authorized personnel for the Company
for any violations of law, breaches of Company policies, communications harmful
to the Company, or for any other reason. 4.
Prohibited Content. E-mails may not contain
statements or content that are libelous, offensive, harassing, illegal,
derogatory, or discriminatory. Foul,
inappropriate or offensive messages such as racial, sexual, or religious slurs
or jokes are prohibited. Sexually
explicit messages or images, cartoons or jokes are prohibited. 5.
Security. The e-mail system is only
to be used by authorized persons, and an employee must have been issued and
e-mail password in order to use the system.
Employees shall not disclose their codes or passwords to others and may
not use someone else’s code or password without express written authorization
from the Company. 6.
No Presumption of Privacy. E-mail
communications should not be assumed to be private and security cannot be
guaranteed. Highly confidential or
sensitive information should not be sent through e-mail. 7.
Certain Prohibited Activities. Employees
may not, without the Company’s express written authorization transmit trade
secrets or other confidential, private or proprietary information or materials
through e-mail. 8.
Message Retention and Creation. Employees
should be careful in creating e-mail. Even
when a message has been deleted, it may still exist in printed version, be
recreated from a back-up system, or may have been forwarded to someone else.
Please note that appropriate electronic messages may need to be saved. And, the Company may be required to produce e-mail in
litigation. 9.
Viruses. Any files downloaded from
e-mail received from non-Company sources must be scanned with the Company’s
virus detection software. Any
viruses, tampering or system problems should be immediately reported to [computer
systems administrator].
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