Email and Internet Policy
Overview
Electronic email is pervasively used in almost all industry verticals and is often the primary communication and awareness method within an organisation. At the same time, misuse of email can post many legal, privacy and security risks, thus it’s important for users to understand the appropriate use of electronic communications.
Purpose
The purpose of this email policy is to ensure the proper use of Opus Works email system and make users aware of what Opus Works deems as acceptable and unacceptable use of its email system. This policy outlines the minimum requirements for use of email within Opus Works Network.
Scope
This policy covers appropriate use of any email sent from a Opus Works email address and applies to all employees, vendors, and agents operating on behalf of Opus Works.
Policy
All use of email must be consistent with Opus Works policies and procedures of ethical conduct, safety, compliance with applicable laws and proper business practices.
Opus Works email account should be used primarily for Opus Works business-related purposes; personal communication is permitted on a limited basis, but non-Opus Works Group related commercial uses are prohibited.
All Opus Works data contained within an email message or an attachment must be secured according to the Data Protection Standard.
Email should be retained only if it qualifies as a Opus Works business record. Email is an Opus Works business record if there exists a legitimate and ongoing business reason to preserve the information contained in the email.
Email that is identified as an Opus Works business record shall be retained according to Opus Works Group Record Retention Schedule.
The Opus Works email system shall not be used for the creation or distribution of any disruptive or offensive messages, including offensive comments about race, gender, hair colour, disabilities, age, sexual orientation, pornography, religious beliefs and practice, political beliefs, or national origin. Employees who receive any emails with this content from any Opus Works Group employee should report the matter to their line manager immediately.
Users are prohibited from automatically forwarding Opus Works email to a third party email system (noted in 4.8 below). Individual messages which are forwarded by the user must not contain Opus Works Consulting confidential or above information.
Users are prohibited from using third-party email systems and storage servers, with the exception of Google Apps for Business, to conduct Opus Works business, to create or memorialize any binding transactions, or to store or retain email on behalf of Opus Works. Such communications and transactions should be conducted through proper channels using Opus Works Consulting-approved documentation.
Using a reasonable amount of Opus Works resources for personal emails is acceptable, but non-work related email shall be saved in a separate folder from work related email. Sending chain letters or joke emails from an Opus Works email account is prohibited.
Opus Works employees shall have no expectation of privacy in anything they store, send or receive on the company’s email system.
Opus Works may monitor messages without prior notice. Opus Works Group is not obliged to monitor email messages.
Policy Compliance
Compliance Measurement
The ISMS Committee will verify compliance to this policy through various methods, including but not limited to, periodic walkthroughs, video monitoring, business tool reports, internal and external audits, and feedback to the policy owner.
Exceptions
Any exception to the policy must be approved by the ISMS Committee in advance.
Non-Compliance
An employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.
Related Standards, Policies and Processes
Definitions and Terms
None.