Checklists

How to implement an email policy

Checklist

  1. Get samples of email policies and email disclaimers (for example, by searching on the Internet).
  2. Set up an individual password-protected account for each employee and any general addresses (eg sales@yourcompany.ca).
  3. Establish who is responsible for each account and how incoming emails will be handled when an employee is absent.
  4. Establish security procedures and systems, such as password control, encryption and virus-checking software.
  5. Encourage appropriate business use of email.
  6. Specify what use of email is prohibited; ban the use of email for sending or receiving offensive material or engaging in illegal activities.
  7. Set limits on personal use of email: for example, prohibiting transmitting large attachments or joining busy mailing lists.
  8. Establish a house style for outgoing emails; set up your system to include letterhead details.
  9. Set up a standard disclaimer; consider whether you want to include a disclaimer of any contractual significance for emails.
  10. Establish rules on sending confidential and personal information.
  11. Set a standard response time for replying to emails.
  12. Let employees know how emails are monitored and stored.
  13. Communicate the policy to all staff and provide appropriate training in effective use of email and the legal issues.
  14. Clarify the disciplinary consequences of breaching the policy, and consistently enforce the policy.

Cardinal rules

Do:

  • set up IT systems in a way which helps support the policy
  • encourage appropriate use
  • clearly explain prohibited use
  • provide training

Don't:

  • read employees' emails unnecessarily
  • ignore breaches of the policy