Model Email and Voice Mail Policy

Model Email and Voice Mail Policy
by Frank L. Kollman

Email and voice mail have generated problems in the workplace. The following policy helps to eliminate some of those problems.

Email and Voice Mail (VM) belong to the Company, and they are important components of the Company’s business records. Email and VM systems are provided by the Company for employees to perform Company work, and their contents are Company property. Although the Company does not routinely monitor Email and VM, we reserve the right to review them for proper reasons, including to find lost messages or to investigate wrongful acts.

Employees may use Email or VM for personal communications that do not interfere with or conflict with business use. Good judgment must be exercised by all employees who employ these systems for personal use. You must understand, however, that personal messages may be reviewed by the Company if legitimate reasons become apparent.

Use of Email and VM is limited to employees and authorized vendors, temporaries, or contractors. Employees and authorized users are responsible to maintain the security of their account and their password. You should change your password regularly and take precautions to prevent unauthorized access to your mailbox by logging off when your terminal is not in use. Email and VM passwords should be at least 6 alphanumeric characters including at least one numeric character for Email.

A. Efficient Usage

Efficient use of the Email and VM systems means that messages should be concise and directed to individuals only with an interest or need to know. General notice bulletins should be reserved for situations where "everyone" needs to have a copy. Please do not make it necessary to restrict your ability to send general notice emails.

Delete old messages. There is limited space on the system for ancient messages.

B. Misuses of Electronic mail and Voicemail

Misuse of Email/VM can result in disciplinary action up to and including termination. Examples of misuse include the following: sending obscene, profane, or offensive material. This includes, for example, accessing erotic or inappropriate materials via Internet browsers. Also, messages, jokes, or forms that violate our harassment policy or create an intimidating or hostile work environment are prohibited. Use of Company communications systems to set up personal businesses or to send chain letters is prohibited. Company confidential messages should be distributed to Company personnel only. Forwarding to locations outside is prohibited. Accessing copyrighted information in a way that violates the copyright is prohibited. Breaking into the system or unauthorized use of a password/mailbox is prohibited. Broadcasting unsolicited personal views on social, political, religious or other non-business related matters is prohibited. Solicitation to buy or sell goods or services is prohibited.

C. Responsibility for this policy:

Where issues arise, the Human Resources Department will deal directly with the employee (and notify his or her manager where appropriate). The interpretation of appropriate use and future revisions of this policy are the responsibility of the Director of Human Resources.

Kollman & Saucier, P.A., The Business Law Building, 1823 York Road, Timonium, MD 21093 Phone: 410-727-4300
Fax: 410-727-4391 © 1999 - 2010 Kollman & Saucier, P.A. All rights reserved.
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Model Email and Voice Mail Policy by Frank L. Kollman

Model Email and Voice Mail Policy
by Frank L. Kollman