Merlin's Computer
Usage and Policy
Guidelines

Acceptable e-mail Usage Policy

   
 

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The e-mail facility is an extremely useful tool; but there are some traps to be aware of. Every business should have a written e-mail usage policy, and all staff need to be aware of the policy and its content.

 

Introduction

Electronic mail (e-mail) is a very valuable, and perhaps indispensable, business tool. It is in widespread use amongst businesses around the world. If not used carefully, e-mail can cause an unnecessary cost burden. This document aims to help businesses reduce the unnecessary costs. The following guidelines can be finetuned by companies to suit particular preferences or business objectives.

Suggested Guidelines

  1. The e-mail facility is provided to staff as a business tool to assist in the day-to-day performance of workplace duties.
  2. Staff may be permitted to use the e-mail facility for personal use provided that it is kept to a bare minimum.
  3. A feature of the e-mail system is that e-mail messages may be stored on the e-mail server and copied to backup media for archival and/or recovery purposes.
  4. E-mail messages will be monitored by special software for the presence of various computer viruses and other malicious computer programs. Messages may also be monitored to ensure that the content conforms to these acceptable usage guidelines.
  5. The storage or transmission of suspect, pornographic or otherwise objectionable material is not permitted. Any such material is to be removed immediately.
  6. Think carefully before committing thoughts to an e-mail message. Once the message is sent it cannot be withdrawn, and it cannot be refuted. Other people might also see the message. The intended recipient might forward the message to others. A computer virus might pick up your message and send it to many others (see Merlin's Virus Fact Sheet for details).

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Last revised: 20 May, 2003.

Important: The information provided here is not advice. It is intended as a guide only, and may not be complete, nor relevant to every situation. It should not be relied upon. Any product or company names that might be mentioned here may be registered trade marks or trade names and owned by the respective companies, and they are are quoted here in good faith, without recommendation or endorsement.