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Vol. 72, No.
3, March 1999
Some Suggested Terms of an Employer
Policy
on Email and Internet Use
Policy
Employer is committed to providing an environment that encourages
the use of computers and electronic information as essential
tools to support Employer's business. It is the responsibility
of each employee to ensure that this technology is used for proper
business purposes and in a manner that does not compromise the
confidentiality of proprietary or other sensitive information.
This policy supplements, and should be read in conjunction with,
Employer's policies regarding 'Corporate Communications;' 'Confidentiality;'
and 'Use of the Company's Communications Systems.'
Coverage
All users of Employer's computer systems.
[Internal] Email Procedures
All email correspondence is the property of Employer.
- Employee email communications are not considered private
despite any such designation either by the sender or the recipient.
- Employer reserves the right to monitor its email system -
including an employee's mailbox - at its discretion in the
ordinary course of business. Please note that in certain situations,
Employer may be compelled to access and disclose messages sent
over its email system.
- The existence of passwords and "message delete"
functions do not restrict or eliminate Employer's ability or
right to access electronic communications.
- Employees shall not share an email password, provide email
access to an unauthorized user, or access another user's email
box without authorization.
- Offensive, demeaning, or disruptive messages are prohibited.
This includes, but is not limited to, messages that are inconsistent
with Employer's policies concerning 'Equal Employment Opportunity,'
and 'Sexual Harassment and Other Unlawful Harassment.'
- Any employee who violates this policy shall be subject to
discipline, up to and including discharge.
Internet Procedures
- Employer's network, including its connection to the Internet,
is to be used for business-related purposes only and not for
personal use (or primarily for business-related purposes). Any
unauthorized use of the Internet is strictly prohibited. Unauthorized
use includes, but is not limited to: connecting, posting, or
downloading pornographic material; engaging in computer "hacking"
and other related activities; attempting to disable or compromise
the security of information contained on Employer's computers
(or otherwise using Employer's computers for personal use).
- Internet messages should be treated as nonconfidential. Anything
sent through the Internet passes through a number of different
computer systems, all with different levels of security. The
confidentiality of messages may be compromised at any point along
the way, unless the messages are encrypted.
- Because postings placed on the Internet may display Employer's
address, make certain before posting information on the Internet
that the information reflects the standards and policies of Employer.
Under no circumstances shall information of a confidential, sensitive,
or otherwise proprietary nature be placed on the Internet.
Excerpted from Dichter and Burkhardt, Electronic
Interaction in the Workplace: Monitoring, Retrieving, and Storing
Employee Communications.
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