It really is imperative to have an email policy in place to define expectations for your business, no matter what size.  There are numerous examples of email policies you can customize to your business or contact us at CopperTree Solutions to obtain professional assistance.

Why is an email policy so important?

• It provides employees with clear rules they are required to follow when at work and using your server.
• It is an excellent way to inform employees that their emails and enclosures can be read and monitored by the company. This includes deleted files.  Whether you do this or not, you need to protect your rights to have access should there be suspicion of misconduct or employee monitoring needed. This forewarning employees, serves to help protect your company in potential legal cases regarding privacy violation. 
• It increases your company’s protection against viruses, malware, hackers and phishers.
• And, it reduces your liability. Clearly stated guidelines reduce instance of illegal or inappropriate purposes.

Suggested Items for your email policy:

• No personal email communication.
• Use and sample of “Auto Away” messages – provide recommended text.
• Establish rules for personal computers, tablets and smartphones to send and receive work emails.
• Define inappropriate content (i.e.: profanity, offensive comments, confidential company info, inappropriate or illegal purposes).
• How to relay sensitive data in a secure manner.
• Define appropriate server access when off site. (i.e.: do not use public wifi hotspots or public or hotel computers).
• What personal devices (if any) employees can use to receive and send work emails
• Email archiving policy/mailbox storage limits
• Guidelines to create strong passwords. Check out CopperTree’s “Password Protection Tips” to help with this.
• Password change policy.  (Change monthly, bi-monthly or quarterly?)
• Educate employees with email safety tips for opening suspicious emails, links and attachments.  Check out our article “Viruses Hackers & Phishers – Oh My!” to assist with this.
• Explain what disciplinary actions may take place if an employee breaks an item in your email policy.

There are so many benefits and savings by having Managed IT Services.  We at CopperTree Solutions provide a proactive approach that encompasses the full life cycle of your systems, application, security and assisting with policy’s and protective measures for your business to evolve as your business does.

Call 519-804-2461 or email us at Colin.Shantz@ctsol.ca