Definitions: E-mail and Web Policies

Definition

E-mail and web policies are basically usage policies set by a company governing the proper use of company e-mail and Internet access. Some companies prefer strict work-usage only. Other companies allow  employees to use work e-mail and web access for personal use.

Business application

All companies need a set of rules to explain what is and is not acceptable in the ways of personal versus business e-mail and web use. When writing such a policy, management and the IT staff should consider defining personal use, setting rules on copyrighted material and downloads, explaining issues with downloads and viruses, spelling out unacceptable use, and listing disciplinary actions that will be taken if the user does not stick to the policy.

Concerns

As with all policies and guidelines, employees often complain about strict rules. Some may even try to find ways around certain parts of the policy. Be sure that the policy is enforced consistently, though. Being lax about rules might open up your network to viruses, porn, or other unacceptable usage.

Technical details

There are several sites that provide sample e-mail and web use policies. There are also companies who provide products for monitoring employee e-mail and Internet use.