Acceptable Use Policy for E-Mail and Internet Access
Introduction
LeveL-2, Inc recommends that you implement a business-wide Internet and e-mail Acceptable Use Policy when you deploy Internet Access in the work environment. This policy informs employees of their rights and obligations, and, at the same time, ensures that employees have been notified formally of the presence of monitoring their access. Moreover, it helps instill a sense of accountability for Internet usage. Please note that the following is a suggested policy statement that may work well for you and your company. Nevertheless, LeveL-2, Inc. recommends that you consult with legal counsel before implementing such a policy in order to ensure that your rights, and the rights of your employees, are being sufficiently protected.
It is widely accepted that employers have the right to monitor and regulate the use of company equipment and resources including email and web access. Naturally, those employers who document their steps in the form of an established, company-wide written policy are in a far stronger position. It should be noted that your company may or not have the rights to monitor the content of any email, chat, or other forms of private communication.
Please feel free to customize the following policy and tailor it to your own company’s use. In addition to seeking legal counsel, we recommend that you do two things as part of your Internet access rollout:
a) Make this policy a standard part of new employee orientation procedures; and
b) Ask existing employees who wish to have Internet access to sign an acknowledgment of the policy.
Other recommendations:
You can communicate this policy in several ways, including:
a) An online message that appears when the user logs onto e-mail or the Internet.
b) A short policy statement regarding e-acceptable use in the employee handbook.
c) An orientation and hiring statement notifying new employees of e-mail and Internet policies.
d) Training Sessions on computer and Internet use and e-mail policies.
Internet and E-mail Acceptable Use Policy
Introduction:
The company encourages the use of the Internet and e-mail as a means to make business and communication more effective. However, Internet service and e-mail are valuable and costly corporate resources and their purpose is to facilitate the business of the company. Irresponsible use of these resources reduces their availability for critical business operations, compromises business security and network integrity, and leaves the company open to potentially damaging litigation.
Starting [DATE] and continuing thereafter, the company will begin tracking all Internet transactions by employees. The purpose of this is simply to enable us to manage our Internet and e-mail resources in a cost effective and efficient manner, and to plan more efficiently for future technology expansion. Please note that we do not presently intend to examine the content of communications over the Internet, whether in email, chat, or any other medium. Our intention is to monitor the existence of the traffic being generated, much like a telephone bill tracks the calls made, the numbers called, and the time of the calls, but not the content. In this manner we will be aware of how our resources are being used, where they are needed, where new capacity is required, and other infrastructure management issues. Additionally, because of the vulnerability companies have to litigation over inappropriate conduct in the workplace environment, it is our responsibility to ensure that company resources are not being used to support inappropriate activities.
To ensure that all employees understand their responsibilities, the following guidelines have been established for using company e-mail and Internet access. Any improper usage of the Internet or email jeopardizes the company’s legal standing and therefore cannot be tolerated.
Acceptable uses of company e-mail and Internet access:
The company provides Internet and e-mail access for business usage. Every staff member has the responsibility to maintain and enhance the company’s public image and to use company e-mail and access to the Internet in a responsible and productive manner that reflects well on the company. The company recognizes that there will be occasional personal use on lunch breaks and during nonworking hours (with the approval of management), but this shall not be excessive or unreasonable.
Unacceptable uses of company e-mail and Internet access:
The company e-mail and Internet access may not be used for transmitting, retrieving or storage of any communications of a discriminatory or harassing nature or materials that are obscene or “X-rated”. Harassment of any kind is prohibited. No messages with derogatory or inflammatory remarks about an individual's race, age, disability, religion, national origin, physical attributes or sexual preference shall be transmitted. No excessively abusive, profane or offensive language is to be transmitted through the company's e-mail or Internet system. Electronic media may also not be used for any other purpose that is illegal or against company policy or contrary to the company's best interests. Solicitation of noncompany business, or any use of the company e-mail or Internet for personal gain, is prohibited.
Communications:
Each employee is responsible for the content of all text, audio or images that they place or send over the company's e-mail and Internet system. No e-mail or other electronic communications may be sent that hides the identity of the sender or represents the sender as someone else or someone from another company. All messages communicated on the company's e-mail and Internet system should contain the employee's name.
Any messages or information sent by an employee to another individual outside of the company via an electronic network (e.g., bulletin board, online service or Internet) are statements that reflect on the company. While some users include personal "disclaimers" in electronic messages, there is still a connection to the company, and the statements may legally be tied to the company. Therefore, we require that all communications sent by employees via the company's e-mail and Internet system comply with all company policies and not disclose any confidential or proprietary company information.
Software:
To prevent computer viruses from being transmitted through the company's e-mail and Internet system, there will be no unauthorized downloading of any unauthorized software. All software downloaded must be registered to the company. Employees should contact MIS if they have any questions.
Copyright Issues:
Employees on the company’s e-mail and Internet system may not transmit copyrighted materials belonging to entities other than this company Please note that non-adherence to this policy puts the company in serious legal jeopardy and opens the company up to significant lawsuits and public embarrassment. All employees obtaining access to other companies' or individuals' materials must respect all copyrights and may not copy, retrieve, modify or forward copyrighted materials, except with permission. Failure to observe copyright or license agreements may result in disciplinary action up to and including termination. If you have questions about any of these legal issues, please speak with your manager or MIS before proceeding.
Security:
The company routinely monitors usage patterns in its e-mail and Internet communications. The reasons for this monitoring are many, including cost analysis, security, bandwidth allocation and the general management of the company's gateway to the Internet. All messages created, sent, or retrieved over the company's e-mail and Internet are the property of the company and should be considered public information. Notwithstanding comments above regarding our present intention not to monitor content, the company must reserve the right to access and monitor the content of all messages and files on the company's e-mail and Internet system at any time in the future with or without notice. Employees should not assume electronic communications are totally private and should transmit highly confidential data in other ways. E-mail messages regarding sensitive matters should warn that such communications are not intended to be secure or confidential. This is just good business sense.
Violations:
Any employee who abuses the privilege of company facilitated access to e-mail or the Internet will be subject to corrective action up to and including termination. If necessary, the company also reserves the right to advise appropriate legal officials of any illegal violations.
E-MAIL/INTERNET USER AGREEMENT
Employee Agreement:
I have received a copy of XYZ Company's E-Mail and Internet Acceptable Use Policy #_____, dated ______. I recognize and understand that the company's email and Internet 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.
As part of the XYZ organization and use of XYZ's gateway to the Internet and e-mail system, I understand that this Acceptable Use Policy applies to me. I have read the aforementioned document and agree to follow all policies and procedures that are set forth herein. I further agree to abide by the standards set in the document for the duration of my employment with XYZ Company.
I am aware that violations of this Acceptable Use Policy may subject me to disciplinary action, up to and including discharge from employment. I further understand that my communications on the Internet and e-mail reflect XYZ Company worldwide to our competitors, consumers, customers and suppliers. Furthermore, I understand that this document can be amended at any time.
______
Employee’s Signature Date
______
Employee’s Printed Name
______
Manager’s Signature