9 Questions
Which individuals does the email policy apply to?
All staff, contractors, and volunteers
What is encouraged in terms of business email use?
Using business email for communication with customers, suppliers, marketing, and distributing information
What is the allowed usage of personal email during work hours?
Personal email use is allowed as long as it doesn't affect the email service for others
What are some email security guidelines mentioned in the policy?
Opening attachments from unknown sources
What is prohibited in terms of email content and use?
Sharing copyrighted materials without permission
What should users be cautious about when making commitments or purchases via email?
It may form a legally-binding contract
What must users not do with the email disclaimer in the standard company email template?
Remove or change it
Who must authorize email marketing and bulk email campaigns?
The marketing manager
What should users be sparing with when it comes to email?
Using meaningful subject lines
Study Notes
Email Acceptable Use Policy
- Email is a standard way to communicate in business and this policy aims to reduce security and business risks.
- The policy applies to all staff, contractors, and volunteers who use the company email system, regardless of location or device.
- Business email use is encouraged for communication with customers, suppliers, marketing, and distributing information.
- Personal email use is allowed during non-work times, but must be of a reasonable level and not affect the email service for others.
- Only authorized users are allowed to use the company email system, and unauthorized use may result in disciplinary action.
- Email security guidelines include not opening attachments from unknown sources, not disabling security software, and not sending confidential company data.
- Inappropriate email content and use, such as defamation, distribution of inappropriate material, and engaging in illegal activities, is prohibited.
- Copyright laws must be respected, and users should not share copyrighted materials without permission.
- Users must be cautious about making commitments or purchases via email, as it may form a legally-binding contract.
- Users must not remove or change the email disclaimer in the standard company email template.
- Email marketing and bulk email campaigns must be authorized by the marketing manager and implemented using the company's email marketing tool.
- Users should follow email best practices, including using meaningful subject lines, not forwarding chain emails, and being sparing with group messages.
Internal email should be used judiciously, considering whether a face-to-face discussion or phone call would be more appropriate.
- The company reserves the right to monitor employee use of email and users should ensure that business information sent via email is accurate, appropriate, ethical, and legal.
- Breaching the email use policy may result in disciplinary action, termination of employment, and potential involvement of law enforcement.
Test your knowledge on the acceptable use of company email systems with this quiz based on policies regarding security, communication, and ethical guidelines. Learn about best practices for email use and understand the consequences of breaching the policy.
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