Enforcing Email Policy
There are a number of ways in which you can enforce the company email policy:
Regularly train users in applying the email policy. Help users send effective emails by informing them of best practices, explain that offensive jokes and remarks can be much more harmful than they seem, and stress that employees that witness abuse of the email system must report this to their supervisor. Encryption techniques and the use of digital signatures should also be covered.
Take Prompt Action
If an employee complains about offensive emails, it is extremely important that this is dealt with fairly and quickly. Internal procedures should be in place in order to allow investigation into complaints. Employees must also be encouraged to come forward if inappropriate email content is detected. Prompt action can potentially save your company a large amount of legal costs, as was the case with WorldCom corp. Within 10 days of hearing the employees' complaints about offensive emails, supervisors arranged two meetings to discuss the incident. They also reprimanded the sender of the messages by placing a written warning in her personnel file and issuing a verbal reproach. WorldCom supervisors also requested that several workers, including the two plaintiffs, review the company's email policy. The result was that the court deemed that the employer had 'acted reasonably' and dismissed the case against WorldCom.
Monitoring of email is the only way to make sure that no email policy rules are being breached. You can monitor emails that are stored on the company's systems to detect patterns of misuse, but the best way to monitor email is to automatically block or quarantine messages before they are sent or received.
Disclaimer: The information present above is meant as a general guideline; and does not constitute legal advice and should not be relied upon as such. Please consult a professional expert or your legal advisor for specific matters related to creation, management and enforcement of your corporate email policies.
Why Do You Need An Email Policy?
By having a good email policy in place you can secure your company in several ways. Firstly, the email policy helps prevent email threats, since it makes your staff aware of the corporate rules and guidelines, which if followed will protect your company
Creating An Email Policy
Basically an email policy should include all the do's and don'ts concerning the company's email system