Procedural Message

Procedural Message

To: Employees

From: Management Team

Subject: Reminder of key components of company policy on tolerable use text messaging and email.

Good Morning Staff,

This email message is a reminder of the appropriate application of electronic systems and communication. The organization has the power to alter this policy at a time it considers important to do so. This policy is applicable to all electronic devices users including contingent labor, staff, consultants of the company, and other individuals working on the organization’s behalf.

  1. Policy
  2. Purpose of Use of Electronic Communication Systems
  • Access Levels
  • Distinct access levels to electronic systems of communication may be chosen for varied roles.
  • Electronic systems’ users are in charge of practicing proper judgment. They should ask their managers concerning issues related to reasonable and acceptable use of systems of the company.
  1. Personal Use
  • Use of Electronic Communication Systems for personal purposes is allowed within acceptable and reasonable limits.
  • Personal use should not obstruct the work performance of the employee or that of other staff.
  • Personal use should not be broad and should not clash with the policies of the organization.
  • The Electronic Communication Systems of the organization should be respected. In addition, they should not be excessively burdened or stressed.
  1. Business Use
  • Electronic Systems of Communication are given to users in order to enhance the exchange of information for purposes that are related to business.
  • Users are not allowed to send direct organization-wide email responses to organization-wide emails.
  1. The Access of Company to Electronic Communication Systems
  • The policy does not allow any user to a privacy expectation in relation to Electronic Communications. The allocation of passwords to users does not mean privacy with the accounts.
  • The organization holds the right to access and monitor all Electronic Systems. It has the right to disclose the systems at any point and even without notice except when forbidden by law. It has the right to ask a third party to produce copies of communications on its systems if required.
  • The organization reserves the right to get any passwords and logins utilized in accessing any Electronic Communication System owned by the company.
  1. Procedures
  2. Appropriate procedures are followed in case of breach of policy. Violations range from sending inappropriate message content, using an organization’s equipment to send harassing messages to use of company electronic systems to send personal emails where it is not allowed (Weaver, Weaver & Farwood, 2013).
  3. In case any user has reasonable suspicion or knowledge of breaches of the policy, he or she should report the possible breach to any of the following:
  4. Human Resources
  5. His or her manager
  6. Privacy Office and the Company Security
  7. The Ethics Team. This may be done through telephone (Hotline 1-222-888-8888), in person, or writing through the interoffice mail. The Ethics Hotline operates 24 hours a day.
  8. The organization will execute appropriate remedial measures that match the violation that includes, but not restricted to:
  • Disciplining the offender and this may include termination of job.
  • Temporary suspension or reduction of privileges of computer systems.
  • Permanent revocation of access.
  • Referral to appropriate agencies of law enforcement for misuse that amounts to unlawful behavior.
  1. Suspected breaches in most cases are evaluated on a basis of case-by-case by the company’s process of internal investigations by the suitable business area together with the Company Security, HR, Privacy Office, the Law Department, the Ethics Team, Privacy Office, and the Records Management Office (Calder, 2005). The company will follow this to review violations.

If there are further enquiries, please consult your direct supervisor for more information. Thank you in advance for your conformity.

Thanks

Team Lead (Management Team)

 

References

Calder, A. (2005). Business Guide To Information Security: How to Protect Your Company’s IT Assets, Reduce Risks and Understand the Law. London: Kogan Page.

Weaver, R., Weaver, D., & Farwood, D. (2013). Guide to network defense and countermeasures. Boston, Mass: Course Technology, Cengage Learning.

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