Procedural Message - Draft Version – Essay Example
Procedural Message - Draft Version Dear Staff, Acceptable Use of E-mail and Text Messaging E-mail and text messaging are a significant communication tools within our business organization, but some of the staff do not use these facilities as our policies necessitate. With regard to the use of e-mail and text messaging, we wish to remind you of our policies, which require all staff to refrain from using their staff e-mail for personal use or sending messages that contain harassing language. Most important, we wish to remind all staff that all e-mail sent using the company’s facilities are monitored and the informatics committee is expecting staff to comply with the set policies.
Viruses and other malicious code can damage computer facilities within the organization. Our organization has taken steps to ensure all facilities are free from viruses. However, staff should not use their e-mails for personal use, unless for the limited personal use allowed as this could introduce viruses into our network. Instead, staff should
Not open attachment from sources they do not trust
Contact the IT department when a virus is detected
Avoid sending executable programs as attachments on e-mails.
While the organization has made efforts to secure our network, employees should avoid using e-mail or text messaging in a manner that compromise the privacy of other e-mail users. Employees should prevent a breach of privacy by ensuring that they
Work on the basis that security software can check personal data attached to e-mails
Observe confidentiality during communication with e-mail or text messages.
Refrain from sending personal identifying information.
Lastly, employees should note that our organization has the ability and the legal mandate to monitor message sent via e-mail or text messages. Employees who use e-mail or text messaging facilities consent to monitoring this organization consider essential. The monitoring will evaluate how employees
Adhere to the appropriate use of personal emails at the workplace
Refrain from sending messages with harassing language
Use email to pass attachments with executable files
If the organization find some employees to have violated these policies, the staff will be liable for disciplinary action, but one may risk dismissal in a severe case. Copies of harassing messages may also be used in court of law as evidence against a staff who breaches the privacy of other users.
For additional guidance on how to interpret these policies, all staff should write to the director of informatics or visit him in his office.
Chairman- Informatics Committee