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.
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.
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.
4.1 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.
5.1 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.
The Infosec team must approve any exception to the policy in advance.
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