Email Policy

The purpose of the Email Policy is to detail the company's usage guidelines for its email system.  This policy aims to reduce risk of an email-related security incident, foster good business communications both internal and external to the company, and provide for consistent and professional application of the company's email principles.

Email is an essential component of business communication; however it presents a particular set of security challenges due to its potential to introduce a threat to the network.  This policy outlines expectations for appropriate, safe, and effective email use.

An Email Policy developed with the application will include the following detailed sections:

1. Overview
2. Purpose
3. Scope
4. Policy
    4.1. Proper Use of Company Email Systems
        4.1.1. Sending Email
        4.1.2. Personal Use
        4.1.3. Business Communications and Email
        4.1.4. Email Signature
        4.1.5. Auto-Responders
        4.1.6. Mass Emailing
        4.1.7. Opening Attachments
        4.1.8. Monitoring and Privacy
        4.1.9. Company Ownership of Email
        4.1.10. Contents of Received Emails
        4.1.11. Access to Email from Mobile Phones
        4.1.12. Email Regulations
    4.2. External and/or Personal Email Accounts
        4.2.1. Use for Company Business
        4.2.2. Access From the Company Network
        4.2.3. Use for Personal Reasons
    4.3. Confidential Data and Email
        4.3.1. Passwords
        4.3.2. Emailing Confidential Data
    4.4. Company Administration of Email
        4.4.1. Filtering of Email
        4.4.2. Email Disclaimers
        4.4.3. Email Deletion
        4.4.4. Retention and Backup
        4.4.5. Address Format
        4.4.6. Email Aliases
        4.4.7. Account Activation
        4.4.8. Account Termination
        4.4.9. Storage Limits
    4.5. Prohibited Actions
        4.5.1. Data Leakage
        4.5.2. Sending Large Emails
    4.6. Applicability of Other Policies
5. Enforcement
6. Definitions
7. Revision History

Available in the Gold Package only, this is a policy that is intended to be used by technical staff and management as well as distributed to end users.

Your custom Email Policy will be delivered immediately upon completion of the wizard via email, as both a PDF and an RTF file.  RTF files are editable in all major word processing programs, including Microsoft Word.

Our security policies were written based on a cohesive and integrated approach using security best practices stemming from the C-I-A triad of confidentiality, integrity, and availability.  This approach aligns with both real-world and industry standard-based objectives, resulting in an invaluable resource for your security policy management.  A Backup Policy developed with the wizard will provide the foundation for a realistic, practical implementation of your IT security policy program.

Please contact us if you have any questions about this policy. has delivered thousands of IT Security Policies to companies from 5 to 50,000 employees.  The management of has over 20 years of successful experience in the field of information security.

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