E-mail Policy

This is a sample e-mail policy designed to give employees guidance as to the use of the
company’s e-mail system, and to inform them of prohibited conduct. This can be
included as part of the company’s employee handbook or as a separate policy. The
company should ensure that all employees have acknowledged receiving and reviewing
the policy.
 USE OF ELECTRONIC MAIL/SYSTEMS & VOICE MAIL

As with all Company practices, we expect users to apply their common sense in
sending/receiving electronic (e-mail) and voice-mail messages, and in their use of the
Internet, online services, and the tools used for their access (all referred to as “Systems”).
The Systems are established, maintained, and provided by the Company for employees to
run the business operations efficiently and effectively. As such, the Systems are
Company property. Though the Company generally respects the privacy of its employees
and it would not be common practice to read individuals’ files without reason, the
messages sent/retrieved/stored via the Company systems are at all times the property of
the Company and at all times subject to its review without notification of, or permission
by, the individual user.

Appropriate & Inappropriate Use:

• As with any Company resource, the Systems are appropriately used for purposes
which further the goals of the Company. Some examples of appropriate uses
include: inter- and intra-Company business communications; research provided
free for use on Company-approved work; professional association
communications that enhance the Company’s ultimate success through the work
of its employees; other specifically preauthorized projects. Examples of
inappropriate use include personal use during work time.
• Users may not use e-mail, voice mail, Internet, or online services for: personal
financial gain; political, religious, or charitable campaigning; soliciting for non-
Company outside organizations or commercial ventures; selling Internet or other
carrier access time; creating/contributing to/forwarding any disruptive or
potentially offensive messages (including pictures) which contain any comment
that may insult a reasonable person’s age, sexual orientation, religious or political
belief, national origin, ethnicity or disability.
• Users may not use the Systems to copy or transmit: copyrighted materials not
authorized to be sent; trade secrets of the Company or other companies to
unauthorized addressees; proprietary financial or business operations information.
• Employees may not access other persons’ Systems without prior employer
approval or the consent of the other person.

Responsibility
The ultimate responsibility for assuring correct use of the e-mail, voice mail, Internet
access, and online Systems belongs with every user. The Company supervisors and
management in conjunction with the Human Resources and Information Technology
Departments are formally responsible for assuring that users understand and respect the
Company’s Systems and communications practices.

*****
I have received a copy of this policy. I have read and understand this policy and
understand I am bound by it.

Signed: ____________________________________

Print Name: ________________________________

Date: ___________________