Sample Electronic Communication, Computer And Internet Policy

Internet, Email and Instant Message Usage and Security Policy [This may need to be modified depending upon Company use of electronics and other factors] [Company] has created a policy regarding both electronic communication and Internet use. The following summarizes that policy. Any associate who would like to review the policy in its entirety should feel free to make arrangements to do that through Human Resources. [Company] provides Internet, e-mail and Instant Messaging (IM) capabilities to help you do your job faster and smarter, and be a well-informed business person. The facilities to provide that access represent a considerable commitment of company resources for telecommunications, networking, software, storage, etc. The Internet & E-mail usage policy is designed to set forth the Company’s expectations for the use of computers, electronic communications and the Internet. Violations of the policy will result in disciplinary action, up to and including termination of employment. The Internet, E-mail and IM capabilities are provided for business-related purposes (i.e., to communicate with customers and suppliers, to research relevant business topics and obtain useful business information. Associates will conduct themselves honestly and appropriately on the Internet and in E-mail and IM conversations, and respect the copyrights, software licensing rules, property rights, and privacy of others. It is a violation of Company policy for any employee, including system administrators and supervisors, with no business purpose, to satisfy their idle curiosity by accessing the files or communications of other users of the Company’s system. All existing Company policies apply to your conduct on the Internet , E-mail and IM, especially those that deal with intellectual property protection, privacy, misuse of company resources, sexual harassment, Treating Associates with Respect, information and data security, and confidentiality. The chats, newsgroups, blogs and e-mail of the Internet give each individual user the ability to disseminate Company messages and tell our business story. Associates must take special care to maintain the clarity, consistency and integrity of the Company's corporate image and posture. Anything an employee posts on the Internet using Company resources or referring to the Company can be construed, rightly or wrongly, as representing the Company's viewpoint. You should act with common sense and not do anything that would place the Company or persons in the Company in an inappropriate light. The Internet, E-mail and IM capabilities also can expose Company data and systems to significant risks if appropriate security discipline is not respected. That may mean preventing machines with sensitive data or applications from connecting to the Internet entirely, or it may mean that certain users may be prevented from using certain Internet features (e.g. file transfers). Security should be everyone's concern. Specific Provisions in the Policy Management and Administration

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The Company has software and systems in place that can monitor and record all Internet and E-mail usage. You should be aware that the Company’s security systems are capable of recording each World Wide Web site visit, each chat, newsgroup or email message, and each file transfer into and out of internal networks. Due to business considerations, employees should not assume that they have an expectation of privacy as to Internet and E-mail usage.

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The Company may inspect any and all files stored anywhere on its network or computer resources in order to assure compliance with policy.

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Employees should not open or execute a file attached to an email message unless they are absolutely certain of the origin and content of the attachment. The use of email attachments is restricted to business use only.

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The display, or distribution, of any kind of sexually explicit image or document on any Company system is a violation of Company policy. In addition, sexually explicit material may not be archived, stored, distributed, edited or recorded using the Company network or computing resources during or after business hours.

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The display, or distribution, of any kind of written material or graphic regarding derogatory remarks or offensive material related to any governmental protected class (i.e. racial, religious, age, disability, sexual orientation, nationality, etc.) is a violation of Company policy. In addition, this information may not be archived, stored, distributed, edited or recorded using the Company network or computing resources during or after business hours.

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The creation or distribution of E-mails soliciting items for sale or charity causes are a violation of Company policy unless prior approved by Human Resources.

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The Company's Internet facilities and computing resources must not be used knowingly to violate the laws and regulations of the United States or any other nation, or the laws and regulations of any state, city, province or other local jurisdiction in any material way.

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No employee may use Company facilities knowingly to download or distribute pirated software or data.

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No employee may use the Company's Internet facilities to deliberately propagate any virus, worm, Trojan horse, trap-door or other types of destructive program code.

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No employee may knowingly use the Company's Internet facilities to disable or overload any computer system or network, or to circumvent any system intended to protect the privacy or security of another user.

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Only those senior executives who are duly authorized to speak to the media, to analysts, or in public gatherings on behalf of the company, may speak/write in the name of the Company to any newsgroup or chat room. Only those senior executives who are authorized to speak to the media, to analysts or in public gatherings on behalf of the Company, may grant such authority to newsgroup or chat room participants.

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The Company recognizes the Internet has many uses outside of normal business needs. The Company allows personal usage under the following conditions with the understanding employees do not abuse corporate resources and adhere to all aspects of this policy. 

In the interest of keeping employees well informed, use of news briefing services like Pointcast are acceptable.

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Employees with Internet access may download only software with direct business use, and must arrange to have such software properly installed, licensed and registered. Downloaded software must be used only under the terms of its license.

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User IDs and passwords help maintain individual accountability for Internet resource usage. Employees must keep their passwords confidential. Company policy prohibits the sharing of user IDs or passwords.

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Employees should schedule communications-intensive operations such as large file transfers, video downloads, mass e-mailings and the like for off-peak times.

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Any file that is downloaded must be scanned for viruses before it is accessed or run.

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The Company has installed a variety of firewalls, proxies, and Internet address screening programs and other security systems to assure the safety and security of the Company's networks. Any employee who attempts to disable, defeat or circumvent any Company security facility will be subject to immediate dismissal.

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Files containing sensitive Company data that are transferred in any way across the Internet must be encrypted.

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Employees must comply with the Remote Work Policy when not working within the [Company] facility. An employee can obtain a copy of the policy from their manager.

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Use of programs that allow access into the network are strictly forbidden. This includes software like PC Anywhere, Timbuktu and any other program that allows another computer outside our organization to access either information or a computer. Requests for access by external means must be made through the IT and Development departments.