Terms

Email Policy
Things to Consider:  Please consult the Things to Consider FAQ for additional guidelines and suggestions for personalizing the CSI policies for your organization.
Last Update Status: Updated 2018
1    Overview
Electronic email is pervasively used in almost all industry verticals and is often the primary communication and awareness method within an organization. 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.
2    Purpose
The purpose of this email policy is to ensure the proper use of Infinitum email system and make users aware of what Infinitum deems as acceptable and unacceptable use of its email system. This policy outlines the minimum requirements for use of email within Infinitum Network.
3    Scope
This policy covers appropriate use of any email sent from a Infinitum email address and applies to all employees, vendors, and agents operating on behalf of Infinitum

4    Policy
4.1    All use of email must be consistent with Infinitum policies and procedures of ethical conduct, safety, compliance with applicable laws and proper business practices.
4.2    Infinitum email account should be used primarily for Infinitum business-related purposes; personal communication is permitted on a limited basis, but non-Infinitum  related commercial uses are prohibited.
4.3    All Infinitum data contained within an email message or an attachment must be secured according to the Data Protection Standard.
4.4    Email should be retained only if it qualifies as a Infinitum business record. Email is a Infinitum business record if there exists a legitimate and ongoing business reason to preserve the information contained in the email.
4.5    Email that is identified as a Infinitum business record shall be retained according to Infinitum Record Retention Schedule.
4.6    The Infinitum email system shall not to be used for the creation or distribution of any disruptive or offensive messages, including offensive comments about race, gender, hair color, disabilities, age, sexual orientation, pornography, religious beliefs and practice, political beliefs, or national origin. Employees who receive any emails with this content from any Skyteh employee should report the matter to their supervisor immediately.
4.7    Users are prohibited from automatically forwarding Infinitum email to a third party email system (noted in 4.8 below).  Individual messages which are forwarded by the user must not contain Infinitum confidential or above information.
4.8    Users are prohibited from using third-party email systems and storage servers such as Google, Yahoo, and MSN Hotmail etc. to conduct Infinitum business, to create or memorialize any binding transactions, or to store or retain email on behalf Infinitum . Such communications and transactions should be conducted through proper channels using Infinitum approved documentation.
4.9    Using a reasonable amount of Infinitum 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 a Infinitum email account is prohibited.  
4.10    Infinitum employees shall have no expectation of privacy in anything they store, send or receive on the company’s email system.
4.11    Infinitum may monitor messages without prior notice. Skytec his not obliged to monitor email messages.

5    Policy Compliance
5.1    Compliance Measurement
The Infosec team will verify compliance to this policy through various methods, including but not limited to, periodic walk-thrus, video monitoring, business tool reports, internal and external audits, and feedback to the policy owner.
5.2    Exceptions
Any exception to the policy must be approved by the Infosec team in advance.
5.3    Non-Compliance
An employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.
6    Related Standards, Policies and Processes
•    Data Protection Standard

7    Definitions and Terms
None.
8    Revision History
Date of Change    Responsible    Summary of Change
2018        .
        

 

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