Email Security

The email security, email confidentiality and integrity cannot be guaranteed and certainly cannot be considered private.

Email security is one of the elements of the Security Policy Standards – When an Email is sent, copies are stored in many locations and you can lose control over who reads it. It may come back and bite you! Email is regarded as a critical component of the corporate communications system and is provided as a business tool. The email security, email confidentiality and integrity cannot be guaranteed and certainly cannot be considered private. Due to this, you should act professionally and appropriately at all times.

If you need to send information that is sensitive or confidential and you cannot guarantee the email security, consider another method of sending this information, unless you have approved encryption. Ensure that you are always aware of the sensitivity classification of the information that you send via Email.

Password protection

The following tips will help you protect the email security regarding the password of the email account.

• It is important that you protect your password at all times.
• Enable your computer screen saver and must be password protected when you leave it unattended.
• Remember that you are responsible and accountable for all actions taken under your User ID and password especially email security.

Email risks:

The risks associated with Email use include:

1.       Email can be monitored and modified.

2.      Email security is not guaranteed.

3.      Information can be easily and uncontrollably distributed.

4.      Email attachments may contain viruses and other malicious programs.

5.      Spam Email may contain investment offers or reward schemes that primarily have the purpose of stealing from you or collecting your personal information.

6.      Email is considered as an official corporate record and can be used as evidence in court cases.

7.      Inappropriate Email may cause damage to your reputation and that of the corporate.

Harassment and Discrimination

We all want to be treated without bias, discrimination or harassment. Most of all we want to be treated with respect. By following the tips below you will help ensure that others feel comfortable at work regarding the email usage.

You should not send, request, display or print offensive, defamatory, discriminatory, sexist or harassing material because it is considered inappropriate, certainly unprofessional and may be against the law. Such material includes:

• Sexually explicit or other offensive images or jokes.
• Material containing ethnic or racial slurs, or anything that may be construed as harassment etc of others based on their:
  • race or national origin,
  • gender or sexual orientation,
  • age or disability,
  • Religious or political beliefs.

Mutual Respect

In the workplace, it is important for all employees to feel comfortable with their work environment and their work colleagues. This requires all employees to treat each other with mutual respect.

The receipt of and/or viewing of inappropriate material can be hurtful and upsetting to some people. This is usually brought about by a lack of respect, no commonsense or in some cases malicious intent.

You may think that something is funny or amusing; however you must acknowledge that not everyone will view it the same way.

The consequences resulting from a situation such as this includes strained workplace relations, stress, poor work performance and ultimately claims of harassment and discrimination.

Email Guidelines

1.       Email regarding clients/customers or information provided by them to the corporate should be treated as confidential information and should not be disclosed outside the corporate.

2.      Email systems should not be used to send spam or chain messages that clog up the network.

3.      Email should not be used for unlawful activities; e.g. insider trading, fraudulent acts, defamation or any other activity deemed illegal by local legislation.

4.      Email should not be used for private commercial purposes or personal financial gain except where authorized.

5.      Email should not be used to breach license agreements or copyright.

6.      You should not attempt to hide your identity or use someone else’s identity when sending Email.

7.      Confidential / restricted Email should not be forwarded without the author’s permission. You should ensure that you do not send abusive, aggressive or deliberately anti-social Email.

8.      Email which is being forwarded should not be modified with the intention of deceiving or misleading recipients or misrepresenting the intent of the original author.

9.      Keep your Email distribution lists up to date at all times.

10.   If sending an Email to multiple addressees especially externally to corporate, use the “bcc” option before sending. This email security tip will help you protect the Email addresses from unauthorized use especially by Spammers.

Email Etiquette

• Use meaningful subject lines.
• Do not mark every Email as URGENT.
• Do not request delivery or read acknowledgments / receipts for every message.
• Do not send large attachments to all and sundry, whether they need it or not.
• Note that messages typed in all upper case, large fonts and bright colors are unnecessary and unprofessional.
• Do use a spell checker before sending.
• Check the original distribution list before forwarding.
• Do not use SMS text abbreviations in official correspondence. It is rude and the reader may not understand your intent. Use of SMS text abbreviations is considered to be unprofessional.

Virus Scanning

Another email security tip regarding the virus, it is important that you virus scan before opening Email attachments and exercise caution before opening attachments and clicking on links.

Email security guideline is one element of security guidelines for your organization. The next element you should read is Instant messaging guidelines after completion of internet security guidelines. Instant Messaging (IM) is a communication tool that provides for two-way communication in real-time. For the two-way communication to occur each person must use the same Instant Messaging product such as ICQ, Yahoo Messenger or MSN Messenger (called Windows Messenger in Windows XP)

See also:

• Business continuity and disaster recovery planning
• A case study about risk assessment
• Security risk assessment
• Computer virus protection system
• Network security threats – need to know