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Email Policy

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The purpose of this policy is to ensure the proper use of Planets Info Lab’s email system and make users aware of what Planets Info Lab deems to be acceptable and unacceptable use of its email system.

The Planets Info Lab reserves the right to amend this policy at its discretion.

Legal Risks

Email is a business communication tool and users are obliged to use this tool in a responsible, effective and lawful manner. Although by its nature email seems to be less formal than other written communication, the same laws apply. Therefore, it is important that users are aware of the legal risks of email:

? If you send emails with any libelous, defamatory, offensive, racist or obscene remarks, you and Planets Info Lab can be held liable.
? If you forward emails with any libelous, defamatory, offensive, racist or obscene remarks, you and Planets Info Lab can be held liable.
? If you unlawfully forward confidential information, you and Planets Info Lab can be held liable.
? If you unlawfully forward or copy messages without permission, you and Planets Info Lab can be held liable for copyright infringement.
? If you send an attachment that contains a virus, you and Planets Info Lab can be held liable.

By following the guidelines in this policy, the user can minimize the legal risks involved in the use of email. If any user disregards the rules set out in this email policy, the user will be fully liable and Planets Info Lab will disassociate itself from the user as far as legally possible.

Legal Requirements

The following rules are required by law and are to be strictly adhered to. It is prohibited to:

? Send or forward emails containing offensive or disruptive content, which includes, but is not limited to defamatory, offensive, racist or obscene remarks. If you receive an email of this nature, you must promptly notify your supervisor.
? Forward a message without acquiring permission from the sender first.
? Send unsolicited email messages.
? Forge or attempt to forge email messages.
? Disguise or attempt to disguise identity when sending mail.
? Send email messages using another person’s email account.
? Copy a message or attachment belonging to another user without permission of the originator.

Best Practices

Planets Info Lab considers email as an important means of communication and recognizes the importance of proper email content and speedy replies in conveying a professional image and delivering good customer service. Users should take the same care in drafting an email as they would for any other communication. Therefore Planets Info Lab wishes users to adhere to the following guidelines:

Writing Emails:

? Do not send unnecessary attachments. Compress attachments larger than 200K before sending them. The maximum allowed mail attachment is 1MB.
? If you forward mails, state clearly what action you expect the recipient to take.
? Only send emails of which the content could be displayed on a public notice board. If they cannot be displayed publicly in their current state, consider rephrasing the email, using other means of communication, or protecting information by using a password (see confidential).
? Only mark emails as important if they really are important.

Replying to emails:

? Emails should be answered within at least 8 working hours, but users must endeavor to answer priority emails within 4 hours.
? Priority emails are emails from existing customers and business partners.

News groups:

? Users need to request permission from their supervisor before subscribing to a newsletter or news group.

Maintenance:

? Delete any email messages that you do not need a copy of, and set your email client to automatically empty your ‘deleted items’ on closing.

System Monitoring

Users expressly waive any right of privacy in anything they create, store, send or receive on the company’s computer system. Planets Info Lab can, but is not obliged to, monitor emails without prior notification. If there is evidence that you are not adhering to the guidelines set out in this policy, the Planets Info Lab reserves the right to take disciplinary action, including termination and/or legal action.

Email Retention

All emails will be deleted after 60 days. If a user has sufficient reason to keep a copy of an email, the message must be moved to the folder ‘For archiving’.

Email Accounts

All email accounts maintained on our email systems are property of Planets Info Lab. Passwords should not be given to other people and should be changed once a month.

Last Updated on Thursday, 29 July 2010 07:12  

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