Electronic Communications Policy

ELECTRONIC COMMUNICATIONS POLICY

ELECTRONIC MAIL AND INTERNET USAGE

1 INTRODUCTION

The allocation and use of electronic mail to employees is intended as a productivity tool to aid and assist employees in the performance of their duties

The company encourages the use of Internet and e-mail to increase efficiency and effectiveness. The Internet and e-mail services are company property and the sole purpose is to facilitate company business.

2 SCOPE

This Policy applies to all employees and any users (remote or local) authorised to access the Company’s e-mail and internet system. This policy also applies to all electronic mail originating through the Company’s e-mail lists accessed through the use of the e-mail system.

3 POLICY GUIDELINES

· The Company makes this electronic mail/Internet system available to employees for conducting of official business.

· This use of this system is a privilege, not a right.

· The records including all e-mail and logs through the use of this system are the property of this organisation and not the employee.

· The organisation reserves the right to monitor the operation of this system.

4 BROADCAST MAIL

The use of broadcast mail (sending the same note to groups of employees), places stress on the e-mail system and generates undesirable volumes of junk mail; it should be used for compelling business-related reasons only. Broadcast messages should only be sent to a large group when they have work-related benefit to many members of the group. It is recommended that employees are to get approval from Management before sending out a broadcast message.

5 SOFTWARE

To prevent computer viruses from being transmitted through the company’s e-mail/Internet system, there will be no unauthorized downloading of any unauthorized software. All software downloaded must be registered to the company. Employees should the IT Department should they have any questions.

6 PERSONAL USE OF EMAIL/INTERNET

The electronic mail/Internet system should be used for official company business. Incidental and occasional personal use of e-mail/Internet usage is permitted, but these messages will be treated the same as other messages. The Company reserves the right to access and disclose as necessary all messages sent over its e-mail system, without regard to content. Since your personal messages can be accessed without prior notice, you should not use e-mail to transmit any messages you would not want ready by a third party.

7 FORBIDDEN CONTENT OF E-MAIL/INTERNET COMMUNICATIONS

Employees may not use the Company’s e-mail/Internet system in any way that may be seen as insulting, disruptive or offensive by other persons, or harmful to morale. Examples of forbidden transmissions include sexually-explicit messages, cartoon, or jokes, unwelcome propositions or love letters; ethnic or racial slurs; or any other message that can be construed to be harassment or disparagement of others based on, inter alia, their sex, race, sexual orientation, age, national origin, or religious or political beliefs. Use of the company-provided e-mail system in violation of these guidelines will result in disciplinary action, up to and including serious disciplinary action.

8 SECURITY

The Company routinely monitors usage patterns for its e-mail/Internet communications. The reasons for this monitoring are many, including cost analysis/allocation and the management of the company’s gateway to the Internet. All messages created, sent or retrieved over the company’s e-mail/Internet are the property of the company and should be considered public information. The company reserves the right to access and monitor all messages and files on the company’s e-mail/Internet system. Employees should not assume electronic communications are totally private and should transmit highly confidential data in other ways.

9 COPYRIGHT ISSUES

Copyright materials belonging to entities other than this company, may not be transmitted by employees on the company’s e-mail/Internet system. 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, or as a single copy to reference only. Failure to observe copyright or license agreements may result in disciplinary action.

10 E-MAIL DISCLAIMER

The official e-mail disclaimer (below) should always appear at the bottom of all e-mail messages sent out by the Company’s employees:

"DISCLAIMER: The information in this message is confidential and may be legally privileged. It is intended solely for the addressee.  Access to this message by anyone else is unauthorised.  If you are not the intended recipient, any disclosure, copying, or distribution of the message, or any action or omission taken by you in reliance on it, is prohibited and may be unlawful.  Please immediately contact the sender if you have received this message in error. Thank you."

11 VIOLATIONS

Any employee who abuses the privilege of company facilitated access to e-mail or Internet will be subject to disciplinary action up to and including termination of service. If necessary, the company also reserves the right to advise appropriate legal officials of any violations.

12 DISCIPLINARY MEASURES

Should any of the principles of this policy be transgressed or abused, the appropriate disciplinary measures will be applied.

COMPANY E-MAIL AND INTERNET USER AGREEMENT

Employee Agreement:

I hereby acknowledge that I have read a copy of the company’s policy guidelines on e-mail and Internet usage. I recognize and understand that the company’s e-mail and Internet systems are to be used for conducting the company’s business only.

I am aware that violations of this guideline on acceptable use of e-mail and Internet may subject me to disciplinary action as detailed in the company’s disciplinary code and procedure.

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EMPLOYEE SIGNATURE

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EMPLOYEE PRINTED NAME

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DATE

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