email licensing@copyright.com. “Watch this video, it’s amazing.”). Employees will unavoidably use their company email for personal reasons.  While almost everyone has a personal email account, inevitably there will be an intermingling of personal email and work email.  Employees corresponding to each other may by default use the company email rather than a personal email.  They may not even know each other’s personal email address. https://secureservercdn.net/166.62.108.196/a21.8fd.myftpupload.com/wp-content/uploads/2017/02/email.jpg?time=1610414076, https://secureservercdn.net/166.62.108.196/a21.8fd.myftpupload.com/wp-content/uploads/2020/12/logoyellow-300x134.png, Back to Basics: How to Write a Company Email Policy.  Non-record email messages include, but are not limited to, administrative email (such as an invitation to the company holiday party or a meeting notice); they do not need to be retained as a company record, according to the records retention schedule. What Is Business E-Mail Compromise (BEC) Business … This email may be assigned to an individual (e.g. Struggling with a task or project? E-mail creates a permanent and documented communication and must not be treated casually. In … Industry insights, new tech and tools, step outside the day-to-day demands of HR and keep pace with a changing world. Email accounts are not typically permanently backed up or retrievable except in the case of disaster recovery.  To maximize the operating efficiency of the company’s email system and to minimize the storage costs associated with retaining large volumes of unnecessary email, every employee has a limited amount of email storage in their email account. Remote work, technology, and engagement are hot topics in the New World of Work. † Not all the clauses may be relevant for every business … Employees should use their company email primarily for work-related purposes. These issues can compromise our reputation, legality and security of our equipment. However, we want to provide employees with some freedom to use their emails for personal reasons. Learn more about the features available and how they make each recruiting task easier. Just as shouting or abusive language is not to be tolerated in the workplace, neither should "all caps", excessive exclamation points or other indicators of anger be allowed in email communications.  Email will be backed up daily for disaster recovery purposes only and will thereafter be retained for [X] months. But you cannot set the deployed signature as the default via Group Policies. Check email and names of unknown senders to ensure they are legitimate. Appropriate greetings, salutations and sign-offs should always be used. Tips in Creating an Employee Email Policy. Recognizing this will happen, you should include language in your email policy to describe the acceptable personal use of company email.  If it is 100% prohibited, you should say that. Email can be archived electronically using [email archive software]. Incorporate the policy into new employee welcome kits, existing employee manuals or other guidebooks. Use powerful subject lines to streamline the time it takes for your team to process and find e-mail. If they are unsure how to do so, they can ask for help from our Office Manager or their supervisor. Project related email, particularly critical project email, such as milestone progress reviews and approvals and scope changes must be filed using the [name of email archiving or filing software’s] filing system. 3. Also create methods for monitoring performance and developing employees through training. Social Media. Connect with our team of Workable experts and other industry professionals. Your employer understands that part of what you do in social media is outreach that … Chain messages, jokes and large graphics should be deleted, not forwarded, as they can overload the system.  Use Reply All ONLY when you need to reply to everyone on the email thread. 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. Download ebooks, guides and other content for their personal use as long as it is safe and appropriate. Send emails to friends and family as long as they don’t spam or disclose confidential information. Misuse of passwords, the sharing of passwords with non-employees, and/or the unauthorized access of another employee’s password or mailbox for any reason will result in disciplinary action, up to and including termination.  You should change your password at least 4 times a year (or according to company policy) and use strong passwords which include upper and lower case letters, numbers and symbols.  Do not write passwords down, keep them secure. Â. 3. Also, employees should always be vigilant to catch emails that carry malware or phishing attempts. If you found this video helpful, check out the complete training series for small businesses and those new to Microsoft 365. Your email address will not be published. These communications, which often contain objectionable material, are easily misconstrued when communicated electronically. Post the policy near photocopy machines, on your company …  All copies of non-record email (those with no ongoing legal, compliance, business, operational, project or historical value) can be deleted and paper printouts of such messages disposed of when no longer needed. If you receive this type of prohibited, unsolicited message, do not forward it. Get clear, concise, up-to-date advice with our practical, step-by-step guides. Management has the right to access and disclose all employee email messages transmitted or received via the organization’s computer system. External access lets your Teams and Skype for Business users communicate with users who are outside of your organization or domain. Employees are prohibited from sending jokes, rumors, gossip, or unsubstantiated opinions via email. The company is not able to restore individual email messages. Sending offensive or inappropriate emails to our customers, colleagues or partners. 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