Sample Corporate Policy Guideline
Internet & E-Mail Acceptable Use Policy
Expectation of privacy:
Any employees of this company can have NO expectation of privacy concerning email, phone, IM, Text messaging, web browsing or data when using company resources. That includes, but is not limited to:
- Company email
- Company Internet connection
- Company computers (notebook and desktop)
- Company phone services
- Company data network
- Company server(s)
- Company premises
Acceptable uses of the Internet and company e-mail:
Use of the company provided Internet and e-mail access is intended to be for business reasons only. The company encourages the use of the Internet and e-mail because they make communication more efficient and effective. However, Internet service and e-mail are company property, and their purpose is to facilitate company business. Every staff member has a responsibility to maintain and enhance the company's public image and to use company e-mail and access to the Internet in a productive manner. To ensure that all employees are responsible, the following guidelines have been established for using e-mail and the Internet. Any improper use of the Internet or e-mail is not acceptable and will not be permitted.
Unacceptable uses of the Internet and company e-mail:
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 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 interest. Solicitation of non-company business or any use of the company e-mail or Internet for personal gain is prohibited.
Each employee is responsible for the content of all text, audio or images that they place or send over the company's e-mail/Internet system. No e-mail or other electronic communications may be sent which 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/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, on-line service or Internet) are statements that reflect the company. While some users include personal "disclaimers" in electronic messages, there is still a connection to the company, and the statements may be tied to the company. All communications sent by employees via the company's e-mail/Internet system must comply with this and other company policies and may not disclose any confidential or proprietary company information.
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 contact Management if they have any questions.
Copyrighted 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, expect with permission, or as a single copy to reference only. Failure to observe copyright or license agreements may result in disciplinary action up to and including termination.
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 as deemed appropriate. Employees should therefore, not assume electronic communications are totally private and should transmit highly confidential data in other ways.
Any employee found to be abusing 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
I have received a copy of the My Company, Inc. Corporate Policy Guideline on e-mail/Internet acceptable use. I recognize and understand that the company's e-mail/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 My Company, Inc. organization and user of My Company, Inc.' gateway to the Internet and e-mail system, I understand that this e-mail/Internet corporate guideline applies to me.
I have read the aforementioned document and agree to follow all policies and procedures that are set forth therein. I further agree to abide by the standards set in the document for the duration of my employment with My Company, Inc..
I am aware that violations of this corporate guideline on e-mail/Internet acceptable use 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 My Company, Inc., world-wide to our competitors, consumers, customers and suppliers. Furthermore, I understand that this document can be amended at any time.
_________________________ ___________ _________________________
Employee Signature Date Employee Printed Name
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