You've Got Mail - Have You Checked
Your Office Email Policy Lately?
Many your company uses email, provides email service for your employees,
or allows your employees to use email for business purposes, you should
have a written email policy. The absence of one opens you up to all
manner of headaches and potential liability.
Setting rules for the personal use of email may help improve productivity
and avoid misunderstanding. By clearly stating what is considered as
inappropriate email content you can minimize the risk of lawsuits and
minimize employer's liability.
If you're not convinced that an email policy is necessary, take a look
at any recent court case. Opposing attorneys now ask for email the way
they used to demand interoffice memos. Beyond legal ramifications, consider
the negative publicity and possible damage to your company's reputation
that could be caused by the wrong email getting out. Or what about the
possibility of company secrets being inadvertently or deliberately passed
to a competitor?
The issues in a corporate email policy are not new. Your company probably
has policies and procedures for archiving and how long to keep written
business memos, communications, letters, etc. An email policy needs
to address these same issues.
Your company's harassment policy prohibits certain actions. Do you
prohibit sexually explicit photos in work areas, but not have an email
policy that prohibits emailing sexually oriented images? Other than
the technology involved, these aren't new issues, but a policy should
be developed, published and enforced.
An email policy needs input from many groups within the company. Upper
management should direct the policy development to support the company's
mission. Additionally, the Information Technology, Human Resource Department
and employee representatives should also be included. Their input will
increase the chances of the policy being accepted and workable. Furthermore,
the company could organize email trainings to explain risks associated
with using email and why the company's email policy is important. If
users understand the potential threats, most of them will understand
why the rules need to be set and will do their best to follow them.
Finally, don't forget that since developments in email and the Internet
are changing rapidly, it is important to review your email policy regularly.
Task someone in your organization with the responsibility to keep an
eye on new developments in email and Internet law so you are aware of
new regulations and potential opportunities and threats.
Source: http://management.about.com
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Authored by: Virginia Wilson, Business and Industry
Specialist, University of Missouri Extension
Source: Creating Quality Newsletter, Volume
12, Number 10, October 2003
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