users must adhere to the Employer’s policies, mission and values.
is intended for business use.
users must adhere to all laws, codes of conduct, and regulations.
·To ensure that
e-mail is used appropriately by users of the network and network services.
·To increase awareness and understanding of how to use e-mail
efficiently and effectively and to:
staff about potential breaches of confidentiality through e-mail
staff how to properly handle viruses
staff how to use various e-mail functions:
·Inform staff of
the consequences of improper use of e-mail
staff about appropriate representation of Employer ABC
·Staff will at
are written in a professional manner.
·Represent themselves in an honest and accurate manner.
themselves appropriately in their use of e-mail.
a manner that will promote the ABC in a positive way.
policies apply to the use of e-mail, including policies that address privacy,
misuse of ABC resources, sexual harassment, information and data security and
e-mail system will only be used for legal and ethical purposes.
will transmit messages that respect others.
information must not be sent through e-mail unless the sender and receiver both
know the information is for their eyes only or unless encryption software is
PEAK PERFORMANCE OF THE COMPUTER
over enter size
megabyte or enter number pages
should not be sent as e-mail attachments.
messages should not be saved longer than enter number months.The E-mail
Administrator will send users a warning message when their mailbox has exceeded
the allowable space.
distribution of forwarded e-mails from any source such as, jokes, trivia,
stories, animated greeting cards, and promotional material will not be sent
through the e-mail system.
will not forward chain letters to other staff members.
Information Systems for more information regarding the types of files that may
prevent unauthorized access to their e-mail accounts by using passwords.
will be responsible for any activity on their account.
strictly prohibited to use or force entry into another user’s e-mail account
ABC will investigate and report any inappropriate uses.
use will lead to disciplinary action accordance with Human Resources Policies.
ABC reserves the right to access, review or copy all e-mail messages for any
business purpose and to disclose them to any appropriate party including courts
and law enforcement.
e-mail for personal use may be conducted with the approval of the supervisor or
statement regarding computer viruses will come only from Information
Systems.Employees who receive virus
warnings must NOT distribute these warnings.Instead, Information Systems must be contacted immediately and Support
Desk staff will investigate and take action.
·The use of the ‘All ABC Users’ option has is restricted
due to the stress that widely distributed e-mail messages places on the
·Communications retains ABC’s corporate accountability
for maintaining professional standards in communication, including e-mail.Communications is available to all staff to
provide consultation on mass or targeted e-mail distribution.
·Manager/Supervisors are accountable for all e-mail
messages going out to ‘All ABC Users’ from their respective department.
·All messages going out to ‘All ABC Users’ will meet the
criteria developed by Communications.
·Users can use group distributionlists instead of the ‘All ABC Users’ option.Employees not familiar with developing
distribution lists should contact Information Systems.Employees not sure how to target the information,
of E-mail messages that may not be appropriatenor relevant for ‘All ABC Users’ but
may be appropriate and relevant for targeted group distribution are:
is not an exhaustive list.
Non-verbal communication is lost with the use of e-mail - things like facial
expression, voice tone, eye contact, and body language.Because these signals are lost in an e-mail
message extra care must be taken in framing messages.
Group distribution lists.Ensure the message is for the right
audience.For example, you could set up
a distribution list for just your department.
Subject line.To ensure a recipient will open your
e-mail message, include a subject line and be clear and precise about the topic
of your message.
Flag a message.If a memo isurgent,
you can flag it by using the tools available in your e-mail program.
Carbon copy.The CC line is used
to send a copy of your message for information only so the recipient copied
doesn’t need to respond.Ensure the CC
recipients really need to know.
Blind carbon copy.Blind carbon copy is used to keep
someone informed of an issue that does not directly involve them.
Replying.Unless an entire mail group requires an
answer, reply only to the sender.Take
extra care when you are choosing to ‘reply to sender,’ ‘reply to all,’ or
‘forward’ to ensure you send the reply only to the intended parties.
Capital letters.Do not use all capital letters in your
messages, as they are the same as SHOUTING.
Fonts.Use one font.
Color.Use one color.
Memo length.Do not send long e-mail messages.For long messages, use MS Word and then
attach it to the e-mail message.
Attachments.Do not attach a document that contains
only a few words.It is courteous to
include an opening statement with an attachment so that the recipient knows the
attachment is intended for them.Use caution when sending attachments requiring
large levels of memory.Large
attachments can cause problems that can crash an entire computer system.
Review.Review your message and check for:
content: Does the message clearly say what you want it to say?
readability: Is it easy to understand, clear, and logical?
Paragraph lengths.Do not write lengthy paragraphs.Appropriate paragraph lengths are 3-4
sentences or 40-50 words.Shorter
paragraphs improve the messages readability.
Acronyms.Limit the use of acronyms and
abbreviations unless the recipient is familiar with them.
Jargon.Limit the use of
jargon or technical language unless the recipient is familiar with them.
not send client information through e-mail unless you know the recipient will
handle the information in a strictly confidential manner.
Reply in a timely fashion.If you are being asked to reply to a request please do so in a timely manner. If you are too busy, let the sender know and
when you expect to reply.
Behavior.Conduct yourself as you would in any
other business communication.
Spamming.Spamming is sending unsolicited or
unwanted information such as chain letters to any group of people.They waste time and resources.Do not create or forward chain letters to
Flaming.‘Flaming’ is the practice of
electronically attacking people on a personal level – making rude comments
about weight, age, religious faith, etc.Such activity is strictly prohibited.
send an e-mail when you are angry or in a high emotional state.
yourself time to relax and think about what you want to say.
that e-mail cannot adequately reflect your mood at the time of writing and it
can be misinterpreted.
Permanence.An e-mail message is permanent.Even if you have deleted a message that you
received or sent, it may exist elsewhere on another desktop or server.
Any message you
send, no matter how long ago could be used against you.Archived e-mails can be acquired by a court
or government agency for all sorts of cases such as discrimination,
termination, or copyright infringement.
send anything that could be perceived or interpreted as inflammatory, racial,
prejudicial, harassing, sexist, fraudulent, illegal, immoral, or unethical.
that you have no control over your
message once you have sent it.It
can be redistributed to others, saved, altered or used against you.Never send anything you wouldn’t want seen by
·If involved in a legal action, Employer ABC will be
required to disclose all relevant business and personal e-mail.
·E-mail is not an appropriate for sensitive issues such
as employee performance and other staffing issues.