Email Policy

1. Overview

Electronic email is pervasively used in almost all industry verticals and is often the primary communication and awareness method within an organization. At the same time, misuse of email can post many legal, privacy, and security risks; thus, users need to understand the appropriate use of electronic communications.

2. Purpose

The purpose of this email policy is to ensure the proper use of eCuras email system and make users aware of what eCuras deems as acceptable and unacceptable use of its email system. This policy outlines the minimum requirements for the use of email within eCuras Network.

3. Scope

This policy covers appropriate use of any email sent from a eCuras email address and applies to all employees, vendors, and agents operating on behalf of eCuras.

4. Policy

4.1  All use of email must be consistent with eCuras policies and procedures of ethical conduct, safety, compliance with applicable laws, and proper business practices. 

4.2  eCuras email account should be used primarily for eCuras business-related purposes; personal communication is permitted on a limited basis, but non-eCuras   related commercial uses are prohibited.

4.3  All eCuras data contained within an email message or an attachment must be secured according to the Data Protection Standard.

4.4  Email should be retained only if it qualifies as a eCuras business record. Email is a eCuras business record if there exists a legitimate and ongoing business reason to preserve the information contained in the email.

4.5  Email identified as a eCuras business record shall be retained according to eCuras Record Retention Schedule.

4.6  The eCuras email system shall not be used for the creation or distribution of any disruptive or offensive messages, including offensive comments about race, gender, hair color, disabilities, age, sexual orientation, pornography, religious beliefs and practice, political beliefs, or national origin. Employees who receive any emails with this content from any eCuras employee should immediately report the matter to their supervisor.

4.7  Users are prohibited from automatically forwarding eCuras email to a third party email system (noted in 4.8 below).  Individual messages which are delivered by the user must not contain eCuras confidential or above information.

4.8  Users are prohibited from using third-party email systems and storage servers such as Google, Yahoo, and MSN Hotmail, etc. to conduct eCuras business, create or memorialize any binding transactions, or store or retain email on behalf of eCuras.  Such communications and transactions should be conducted through proper channels using eCuras-approved documentation. 

4.9  Using a reasonable amount of eCuras resources for personal emails is acceptable, but non-work related email shall be saved in a separate folder from work-related email.  Sending chain letters or joke emails from a eCuras email account is prohibited. 

4.10       eCuras employees shall have no expectation of privacy in anything they store, send, or receive on the company’s email system.

4.11       eCuras may monitor messages without prior notice. eCuras is not obliged to monitor email messages.

5. Policy Compliance

5.1  Compliance Measurement

The Infosec team will verify compliance with this policy through various methods, including but not limited to periodic walk-thrus, video monitoring, business tool reports, internal and external audits, and feedback to the policy owner.

5.2  Exceptions

The Infosec team must approve any exception to the policy in advance.

5.3  Non-Compliance

An employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment. 

Revised: March 14th, 2018

Table of Content

  1. Acceptable Encryption Policy
  2. Acceptable Use Policy
  3. Clean Desc Policy
  4. Data Breach Response Policy
  5. Disaster Recovery Plan Policy
  6. Digital Signature Acceptance Policy
  7. Email Policy
  8. Ethics Policy
  9. Pandemic Response Planning Policy
  10. Password Construction Guidelines
  11. Password Protection Policy
  12. Security Response Plan Policy
  13. End User Encryption Key Protection Policy
  14. Acquisition Assessment Policy
  15. Bluetooth Baseline Requirements Policy
  16. Remote Access Policy
  17. Remote Access Tools Policy
  18. Router and Switch Security Policy
  19. Wireless Communication Policy
  20. Wireless Communication Standard
  21. Database Credentials Policy
  22. Technology Equipment Disposal Policy
  23. Information Logging Standard
  24. Lab Security Policy
  25. Server Security Policy 
  26. Software Installation Policy
  27. Workstation Security (For HIPAA) Policy
  28. Web Application Security Policy
  29.  Analog/ISDN Line Security Policy
  30. Anti-Virus Guidelines
  31. Server Audit Policy
  32. Automatically Forwarded Email Policy
  33. Communications Equipment Policy
  34. Dial In Access Policy
  35. Extranet Policy
  36. Internet DMZ Equipment Policy
  37. Internet Usage Policy
  38. Mobile Device Encryption Policy
  39. Personal Communication Devices and Voicemail Policy
  40. Removable Media Policy
  41. Risk Assessment Policy
  42. Server Malware Protection Policy
  43. Social Engineering Awareness Policy
  44. DMZ Lab Security Policy
  45. Email Retention Policy
  46. Employee Internet Use Monitoring and Filtering Policy
  47. Lab Anti Virus Policy
  48. Mobile Employee Endpoint Responsibility Policy
  49. Remote Access Mobile Computing Storage
  50. Virtual Private Network Policy