A good email and internet usage policy is required for a company to safeguard its usage within the company. Email is a fast as well as efficient means of communicating both within the organization and without. The internet is a powerful tool for conducting research as well as reduces the time taken in researching and the company should have a policy that encourages the use of email and internet to communicate as well as research and in order to do so the employee needs to exercise good judgment and be aware that the internet be only used for company business and not for private communications or purposes. Also, every email or file downloaded from outside sources as well as electronic files should be considered as being official company business and are subject to State laws that govern the retention as well as destruction of public records.
Also, significant messages as well as electronic files should be retained according to record retention schedules and some email messages as well as files are exempted from being publicly disclosed and these may include privileged work product as well as attorney-client communications. Since there is always a threat of computer viruses, caution should be exercised when downloading files and anti-virus software should be used to check and scan any files that are to be downloaded. Use of email as well as internet should conform to standards of conduct, discrimination, unlawful activities and such email and internet usage should not be used in soliciting others for commercial ventures, religion or political causes.
Email messages as well as electronic records are not the employee's private property and the company may monitor as well as audit such records at any time without the
need of giving prior notice so that compliance with applicable laws are enforced. In addition, the employees should be aware of the fact that emails are not private and violations of the policy may cause disciplinary action being taken against the employee that may even result in termination of employment.
With the advent of the Information Age, more companies as well as local governments are relying heavily on email as the major form of communications and no doubt, access to the internet is an essential part of government business in these modern times. Therefore it is necessary to have a net users guide as well as learn netiquette to get the most out of this medium. The user of email and internet should know those internet capabilities as a resource requires responsible action when accessing or transmitting information over the Internet. Under the law, employers are empowered to monitor employee's internet and email usage more so in the case when employees have given their consent for such monitoring.
The email and internet usage policy is readily available in the market and finding one should not pose any problem as there are many vendors who specialize in such documents and for a few dollars one may obtain a completely researched and well formed email and internet usage policy. There is no need for researching and creating one from scratch as buying these documents provides an avenue for obtaining comprehensively created solutions that have had experts draft them and they are suited for all manner of use. Spending a few dollars, one could reap great benefits as there is plenty to be saved in terms of time, money and cost as well as being tailored to suit individual requirements.
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