by Lesley Mason

Created on: March 29, 2007   Last Updated: April 02, 2007

The best practice in a company e-mail policy as with any other policy statement starts with the edict to keep it clear, keep it concise, keep it short. Any policy document that extends beyond two sides of A4 will not be read, much less implemented. If you can keep it to one page, so much the better.

Start by re-affirming the purpose of providing your staff with their e-mail facility: i.e. the provision of a cost- and time-effective method of communicating with clients, customers and colleagues.

Outline the downside of inappropriate use: the risks of introducing viruses that could corrupt other office systems; the slowing down of the system by circulation of large files; the interruption of staff productivity while they sift through unnecessary mail.

Ensure, in other words, that staff understand the purpose of the policy before detailing it.

The primary elements of a company e-mail policy are simple:
Access should be password protected
Passwords should be renewable at regular intervals three-month maximum (but more frequently might be recommended depending upon the level of confidentiality of the data traffic), with a default rejection of any of the three (as a minimum) previously used passwords. This is to prevent inadvertent disclosure to colleagues or strangers who just happen to be there as you need to login for instance.
Passwords should be capable of being changed by the user at will and the policy should provide for a requirement that they be changed in the event of a user's suspicion that they have become known to a third party
Rules for the transmission of confidential data and/or information that may become subject to the Freedom of Information Act requirements should be clearly laid out, to ensure that access to confidential information is properly protected, and that records' are not inadvertently created.
Stipulate any types of correspondence which must not be done electronically, but require formal signed letters: this can be done within the policy or by reference to the company's Articles, Standing Orders or other procedural guidance
The forwarding of chain letters should be forbidden however charitable their intent.
Distribution of illegal or offensive material should be strictly prohibited this prohibition should be cross-referenced to the company's Equality & Diversity policy.
Personal use of the company's system should be expressly forbidden or permitted within specific laid down parameters where this is felt to be appropriate. Such parameters

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