Policies, Procedures, Information

• Sample e-mail policy
• Electronic Code of Conduct - coming soon
• Electronic Communications
• Electronic signatures - coming soon
• Employee Privacy - coming soon

DISCLAIMER

These policies are guidelines that are meant to provide a general understanding of key issues in the emerging virtual workplace. They are not intended as legal advice. Contact your attorney for legal advice

 Reviewed June 2000 

1. The company maintains an electronic mail system. This system is provided by the company to assist in the conduct of business within the company.
   
   
2. The electronic mail system hardware is company property. Additionally, all messages composed, sent, or received on the electronic mail system are and remain the property of the company. They are not the private property of any employee.
   
   
3. The use of the electronic mail system is reserved solely for the conduct of business at the company. It may not be used for personal business.
   
   
4. The electronic mail system may not be used to solicit or market for commercial ventures, religious or political causes, outside organizations, or other non-job-related solicitations.
   
   
5. The electronic mail system is not to be used to create any offensive or disruptive messages. Among those which are considered offensive, are any messages which contain sexual implications, racial slurs, gender-specific comments, or any other comment that offensively addresses someone's age, sexual orientation, religious or political beliefs, national origin, or disability.
   
   
6. The electronic mail system shall not be used to send (upload) or receive (download) copyrighted materials, trade secrets, proprietary financial information, or similar materials without prior authorization.
   
   
7. The company reserves and intends 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. The contents of electronic mail properly obtained for legitimate business purposes, may be disclosed within the company without the permission of the employee.
   
   
8. 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. Further, the use of passwords for security does not guarantee confidentiality. All passwords must be disclosed to the company or they are invalid and cannot be used.
   
   
9. 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. Employees are not authorized to retrieve or read any e-mail messages that are not sent to them. Any exception to this policy must receive prior approval by the employer.
   
   
10. Employees shall not use a code, access a file, or retrieve any stored information, unless authorized to do so. Employees should not attempt to gain access to another employee's messages without the their permission. All computer pass codes must be provided to supervisors. No pass code may be used that is unknown to the company.
    
    
11. Any employees who discover a violation of this policy shall notify [insert name of person responsible for e-mail system].
    
    
12. Any employee who violates this policy or uses the electronic mail system for improper purposes shall be subject to discipline, up to and including discharge.
     
    

SAMPLE ACKNOWLEDGMENT FORM

As an employee of ________ XYZ Company, I, _______________, recognize and understand that the company's e-mail systems are to be used for conducting the company's business only. I understand that use of this equipment for private purposes is strictly prohibited. Further, I agree not to use a password that has not been disclosed to the company. I agree not to access a file or retrieve any stored communication other than where authorized unless there has been prior clearance by an authorized company representative.

I am aware that the company reserves and will exercise the right to review, audit, intercept, access and disclose all matters on the company's e-mail systems at any time, with or without employee notice, and that such access may occur during or after working hours. I am aware that use of a company-provided password or code does not restrict the company's right to access electronic communications. I am aware that violations of this policy may subject me to disciplinary action, up to and including discharge from employment.

I authorize that I have read and that I understand the company's policy regarding e-mail located at [refer to applicable manual.] I authorize that I have read and that I understand this notice.

[Signature of Employee] [Date Signed]

Reviewed June 2000

Source: Society for Human Resource Management

The Company provides and maintains the following forms of electronic communication, messaging agents and electronic facilities: Internal and external electronic mail (e-mail), telephone voice mail, Internet access, and computer hardware and software: As a condition of providing the previously identified communications access to its employees, XYZ places certain restrictions on workplace use of the same.

OBJECTIVE

The internal communication systems, as well as the equipment and data stored, are and remain at all times the property of the Company. Accordingly, all messages and files created, sent, received or stored within the system should be related to Company business and are and will remain the property of the Company. System or Company wide distributions of e-mail (announcements, bulletins, etc.) requires Sr. Vice President approval in advance of the distribution. Some offices may require a higher approval level.

The Company reserves the right to retrieve and review any message or file composed, sent or received. It should be noted that although a message or file is deleted or erased, it is still possible to recreate the message. Therefore, ultimate privacy of messages cannot be assured to anyone. Although electronic mail and voice mail may allow the use of passwords for security, confidentiality cannot be guaranteed. It is possible for messages to be retrieved and viewed by someone other than the intended recipient. Furthermore, all passwords are known to the Company as the system may need to be accessed by the Company in the absence of an employee.

When utilizing e-mail, etiquette is important. The strategies for effective e-mail communication are as follows:

• communicating urgent matters for immediate response, to communicate with several people quickly or any other time sensitive matter;
  
• keeping all messages as brief as possible will minimize reading time for recipient, therefore keeping communication efficient;
  
• be as complete as possible by using the simple rules of who, what, when, where and why to answer any anticipated questions;
• avoid communicating through e-mail on a sensitive subject that should be addressed in person; if possible,
  
• communicate confidential information in another form other than e-mail;
  
• check for accuracy and apply all good business writing, using correct grammar, spelling and punctuation;
  
• follow up if a response has not been received in a timely manner;
  
• read all messages and respond regularly;
  
• avoid the use of typing a message in all capital letters; and
  
• being careful not to use the 'Reply All' function when not intended, i.e. system wide distribution
  
• ensure that messages are deleted or saved; the server should not be used to permanently store messages

While XYZ encourages employee use of the Internet, its use is restricted to the following:

• to communicate with employees, vendors, or clients regarding matters within an employee's assigned duties;
  
• to acquire information related to, or designed to facilitate the performance of regular assigned duties; and
  
• to facilitate performance of any task or project in a manner approved by an employee's supervisor.
  
  
  

DEFINITIONS

The content of e-mail, voice mail messages for any file may not contain anything that would reasonably be considered offensive or disruptive to any employee. Offensive content would include, but is not limited to, sexual comments or images, racial slurs, gender specific comments or any comments that would offend someone on the basis of their age, sex, sexual orientation, religious or political beliefs, national origin, or disability.

Regarding Internet and e-mail access and usage, be advised that use of the Internet and e-mail provided by XYZ expressly prohibits the following:

1. Dissemination or printing of copyrighted materials, including articles and software, in violation of copyright laws.

2. Sending, receiving, printing or otherwise disseminating proprietary data, trade secrets or other confidential information of XYZ in violation of company policy or proprietary agreements.

3. Offensive or harassing statements or language including disparagement of others based on their race, national origin, sex, sexual orientation, age, disability, religious or political beliefs.

4. Sending or soliciting sexually oriented messages or images.

5. Operating a business, usurping business opportunities or soliciting money for personal gain, or searching for jobs outside XYZ.

6. Sending chain letters.

7. Gambling or engaging in any other activity in violation of local state or federal law.

8. The circulating of jokes, comics or non-job related computer graphics.

PROCEDURES

Disciplinary action for violation of this policy may include, but is not limited to, termination, suspension, or transfer of the offending employee. In cases involving less serious violations, disciplinary action may consist of warning or reprimand. Remedial action may also include counseling, changes in work assignments, or other measures designed to prevent future misconduct. The measure of discipline will correspond to the gravity of the offense as weighed by its potential effect on the Company and fellow employees.

Source: Society for Human Resource Management