Legal Risks : email is a business communication tool and users are obliged to use this tool in a responsible, effective and lawful manner. Although by its nature email seems to be less formal than other written communication, the same laws apply.
The following guidelines for working with “Mail” are designed to ensure that you and your colleagues get the maximum benefit from the system.
The following information is included in the pages that follow:
“ Mail” must not be used as a forum of political, religious, or other debates, or as a form of entertainment or broadcasting, or for sending chain letters or advertisements or jokes or non- business related issue. Each message occupies valuable time on the network, and discretion must be used when using “Mail”.
When using “Mail”, keep your message as brief and to the point as possible.
Long messages tend to lose their point. Rather send a message requesting a meeting to discuss lengthy issues.
Be selective when forwarding or replying to a “Mail” message.
Consider who really need to see the message. Forward it only to those who need information.
Your user passwords are the gateway to your PC and systems resources including mail, Protect it all the time.
You are responsible for actions taken under your user ID. Once your user ID is logged on, it is impossible to tell whether it is really you or someone else sending the message. Do not use passwords that would be obvious to others, and change it immediately if you think it has been compromised.
Activate your Windows screen saver password to kick in automatically when idle after a few minutes.
Keep your mailbox and “Mail” files as small as possible
Delete message from your mailbox after you have read or filed them. File only those messages that really need to be recorded.
Carry out regular housekeeping on your files
A facility exists “Mail” to archive messages to free up space on the system. If at a later date you need to refer to them, it is possible to access them. Another option will be to create a ‘personal folder’ and move the important “Mail” items to the personal folder. Delete or archive messages from the sent item folder regularly.
Exit and log off on your mail system if you will be away for an extended period and when you leave at the end of the day.
Certain maintenance might be done overnight on the server, and this is only possible if you have logged out of your computer.
“ Mail” message are considered private correspondence. As such, messages are viewed as the private property of the receiver and will not be made available to Management. Although privacy and security are of the utmost importance, auditors, or investigators are authorized to investigate misuse of the network, such as theft, pornography, harassment, excessive private use, etc.
In certain instances, such as disciplinary or explosive circumstances, the sending of “Mail” messages is inappropriate. Do not send rude or argumentative messages. These situations can only be dealt within in a face to- face confrontation and “Mail” should not be used.
Do not send large files as attachment.
Be selective in the files you send to others via “Mail”. Within your own work group, it is better to share the file and send a message regarding the file name to the recipients. Attached files dramatically increase the network overhead as well as the size of the “Mail” file.
Do not flag all messages as high priority
Do not send “Mail” as the highest priority unless it really merits that priority. High –priority “Mails” message should only be used for the most important message and when you need an immediately response.
You are responsible for any mail message originating from your machine. Giving other employees access to your system could result in fraudulent use of “Mail”.
Avoid sending confidential information by “Mail”. If you do, you must secure the information by including it in a Microsoft Word file protecting it with a password. Then provide the recipient with the password by means of other communication, for instance by telephone.