This policy procedure sets out the acceptable and unacceptable use of email, instant messaging and other electronic messaging, and explains when company messages may be accessed.

Effective Policy Templates

This policy template is supplied in fully editable MS Word format and can be easily customised and edited. The document uses pre-defined style formatting throughout, with all text in Calibri font for improved readability.
The following document labelling is included in the footer:

• Policy number and title
• Information-classification
• Version
• Page number / total pages

alphaZ documents - beautifully designed, tried and tested policy templates. No junk, jargon or unnecessary content. Simple and usable policy templates developed over 25 years through practical use in the real world.

Further Reading

Further guidance on email and internet security:

• Phishing, Email and Social Engineering
• Cybersecurity
• ISO 27001 Annex A 5.14 - Information Transfer
• Information Security knowledge base

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Internet and Electronic Messaging Policy Procedure Template

The Internet and Electronic Messaging Policy Procedure is a Word template that sets out how a business controls staff use of the internet and electronic messaging. It covers messaging risks, the types of messaging included, acceptable use for business purposes, a list of unacceptable uses and the privacy position on company email and messaging resources.

It applies to all employees and company activities, and misuse can lead to disciplinary action. The file has Title, File Location, Issue No, Issue Date, Controlled By and Approved By fields, an Amendment Record and a Business Use information classification in the footer.

What the Policy Covers

• Amendment record, summary, scope and applicability - the purpose of controlling internet and messaging use, the activities and staff covered, and disciplinary action for breaches
• Management of messaging risks - periodic risk assessments of internet access and electronic messaging, with findings actioned and the policy kept in line with current controls
• Electronic messaging covered - the messaging types included, such as email, instant messaging, text messages, pager messages and voicemail
• Acceptable use - messaging facilities provided for legitimate business communications, with messages subject to the same laws and policies as other media
• Unacceptable use - uses that count as misuse, from personal profit and political purposes to spreading viruses, chain letters, unsolicited email and harassing material
• Privacy of company messaging - company email and messaging resources are not private, and IT and administrative staff may access user data for legitimate business reasons

Built for Business Use of Messaging

• Messaging facilities limited to communications that serve legitimate business functions and purposes
• Misuse of messaging facilities treated as non-compliance that may lead to disciplinary action
• Use of another person's username or account without permission listed as unacceptable
• IT staff may access user data to troubleshoot problems and investigate possible misuse

Who Needs an Internet and Electronic Messaging Policy Procedure?

Any business that gives staff email, instant messaging or internet access for work and wants clear rules on what counts as misuse.

Using the Policy

Edit the messaging types and the list of unacceptable uses to reflect the systems your business uses, and name the person in the Controlled By field. Give it top level approval and brief staff, making clear that company messaging is not private.

Related Documents

GG-8-01 General Information Security Guidance and TT-8-01 Information Security Training Talk support wider information security awareness among managers and staff.

Protecting the Network and Other Users

Several unacceptable uses protect the network itself, including interfering with network performance, unauthorised copying of software, attempts to breach the security of any connected system, and accessing data or files on the network without the owner's permission. Spreading viruses, worms or other code that harms systems or data is also prohibited.