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Email Security Policy

Professional DOCX Template

Security & Compliance

Email Security Policy

Comprehensive email security policy template for organizations.

Format:DOCX
Components:6 sections
Setup time:20-25 minutes
Difficulty:intermediate
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How This Template Works

The Email Security Policy provides specific rules, procedures and guidance for how employees are to use the company's email account. The document is available as a Microsoft Word template and can be downloaded and customized as needed for your specific application.

This policy's scope informs users that the rules are device-neutral, and the first four rules in this Policy put all employees on notice that corporate email isn't private and will be monitored. The policy establishes clear guidelines for email usage while protecting the organization from security risks and legal liabilities.

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Policy Document

Complete email security policy in customizable Word format.

  • Purpose statement
  • Scope definition (device-neutral)
  • Document tracking fields
  • Revision history table
5️⃣

Five Core Rules

The policy defines five essential rules governing corporate email usage.

  • Rule 1: Email as company property
  • Rule 2: Monitoring without consent
  • Rule 3: Virus scanning requirements
  • Rule 4: Law enforcement disclosure
  • Rule 5: Prohibited communications
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Email Ownership

Establishes that all email is company property and can be monitored.

  • Business purpose priority
  • Monitoring for policy compliance
  • Criminal activity detection
  • Non-business activity monitoring
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Security Measures

Built-in security provisions to protect company systems.

  • Automatic virus scanning
  • Attachment quarantine procedures
  • Malicious code protection
  • Incoming/outgoing email scanning
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Legal Provisions

Legal compliance and disclosure requirements.

  • Law enforcement disclosure
  • No user notification requirement
  • Right to access all messages
  • Disclosure for any purpose
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Implementation Guide

Instructions for customizing and implementing the policy.

  • Legal/HR consultation notes
  • Code of conduct integration
  • Example prohibitions
  • Enforcement procedures

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Frequently Asked Questions

What makes this policy 'device-neutral'?

The policy applies to all email messages sent or received through the corporate email system, regardless of whether they're accessed via computer, phone, tablet, or any other device. This ensures comprehensive coverage.

Should I implement Rule #5 about offensive communications?

Before implementing Rule #5, consult with your Legal or HR Department. You'll need to define what constitutes 'illegal, offensive, or harassing' communications. If you have a Code of Conduct, reference it. Otherwise, consider adding specific examples.

What about email retention periods?

This policy template doesn't address retention periods, allowing you to set those based on your industry requirements and legal obligations. You can add retention rules as needed.

How do I customize the enforcement section?

The policy includes a general non-compliance statement. You can customize it with progressive discipline steps, specific violation categories, and consequences that align with your HR policies.

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