Email Policy Electronic communication policy

Internet, E Mail and
Electronic Communication Policy

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This policy is twenty-three (23) page in length, is compliant with all recent legislation (SOX, HIPAA, Patriot Act, and Sensitive information), and covers:

  • Appropriate use of equipment
  • Internet access
  • Electronic Mail
  • Retention of e-mail on personal systems
  • E-mail and business records retention
  • Copyrighted materials
  • Banned activities
  • Ownership of information
  • Security
  • Sarbanes-Oxley
  • Abuse

Included with the policy are forms that can be used to facilitate the implementation of the policy. Included are these ready to use forms:

  • Internet & Electronic Communication Employee Acknowledgement (short form)
  • E-Mail - Employee Acknowledgement (short form)
  • Internet Use Approval Form
  • Internet Access Request Form
  • Security Access Application Form

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The WORD template uses the latest CSS style sheet and can easily be modified to conform to the style used in your enterprise policy manual.


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Latest Policy News

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Disaster Recovery Digest

February 20th, 2014

Disaster Recovery Digest

Disaster Business Continuity Preparation
  1. Google data center security & disaster recovery This is a great video on physical security as well as the the software security. This is a great primer which all CIOs and Data...
  2. 10 best practices for cloud disaster recovery Cloud Disaster Recovery 10 Best Practices Creating out a complete cloud disaster recovery infrastructure can be cost prohibitive for many organizations.  Ten best practices are:...
  3. Will your disaster recovery provider be in business when you need them? Disaster Recovery plans that depend on outsourcers face significant additional risk What if your were in Florida and the Hurricane season was in full swing...
  4. Options for a data center disaster recovery strategy Data Center disaster recovery strategy – options A critical component of a disaster recovery business continuity is the data center disaster recovery strategy — Hot...
  5. Infrastructure Key to Data Center Management and Disaster Recovery Infrastructure is key to data center management Data Center Management Issues – Your data centers are stuck in a rut. While 90 per cent have...


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Physical and digital security are the focus of CSOs

February 12th, 2014

The migration of physical security technology to a network platform has made it easier and more convenient for the CSO and their organizations to integrate the various modalities of physical security into a unified configuration to better safeguard their employees, visitors, premises and material/intellectual property.

Open architecture further enables central control of the various security systems on a single platform, providing higher levels of operational efficiency across the enterprise as well as improved standardization of policies and procedures.

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IT Trends that will impact business continuity

January 9th, 2014

Six trends in IT will effect Disaster Recovery and Business Continuity.

Business Continuity - Disasters Happen

  1. Security - Thanks to the NSA and GCHQ, (coupled with ongoing allegations against the Chinese), security, corporate privacy and encryption have moved swiftly up the corporate agenda. Identity management, which has often been seen as a ‘nice to have’, will become even more of a ‘must have.’
  2. Mobility and convergence - The rapid growth of mobility and the increase in numbers of mobile devices will carry on during 2014. This increase will go hand in hand with further growth in convergence, with all the associated threats and benefits.
  3. IPv6 - IPV6 will make an increasing impact in enterprise organizations, as infrastructure upgrades create greater corporate IPV6 awareness and increased connectivity to IPV6 customers and suppliers. IPV6 has a number of key mobility and roaming attributes, including the “home address” concept, which will raise some interesting challenges
  4. Big data - The rise in data volumes has changed the computing environment for many organizations, with challenges created in managing and reporting on the increasing amount of data, as well as dealing with the growing risk of data loss. 2014 will see data volumes continuing to grow, with a rise in sales of solutions which protect and manage these large amounts of data.
  5. Visibility reporting and remediation systems - With multiple threats, organizations have deployed multiple security solutions and lost sight of what’s actually happening on the threat front. Consolidation to single suppliers will continue, but alongside that, deployment of reporting across multiple vendors will grow strongly.
  6. Cloud services - Growth in cloud systems and SaaS will continue, particularly for utility services and amongst early adopters. The two key challenges to growth include privacy concerns and security. Solutions that address these issues are beginning to increase at a faster rate than the market.

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40 million credit and debit accounts breached

December 19th, 2013

Target says that about 40 million credit and debit card accounts may have been affected by a data breach that occurred just as the holiday shopping season shifted into high gear.

The chain said that accounts of customers who made purchases by swiping their cards at terminals in its U.S. stores between Nov. 27 and Dec. 15 may have been exposed. The stolen data includes customer names, credit and debit card numbers, card expiration dates and the three-digit security codes located on the backs of cards. The data breach did not affect online purchases.

The breach affected all cards, including Target store brand cards and major card brands such as Visa and MasterCard.

The Minneapolis company said it immediately told authorities and financial institutions once it became aware of the breach and that it is teaming with a third-party forensics firm to investigate and prevent future breaches. It said it is putting all "appropriate resources" toward the issue.

Target Corp. advised customers to check their statements carefully.

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Global compliance issues

December 4th, 2013

The global regulation that has emerged since the financial crisis is the most rapidly evolving in nearly a century. This environment presents new challenges for compliance professionals as they navigate new regulations, implement new reporting processes within their organization, seek to create operational efficiencies and maintain an effective compliance program.

Order Compliance Kit

Chief Compliance Officers (CCO) and other industry professionals need to understand the regulatory reporting challenges faced by all types of enterprises, find lessons learned from others, as well as common practices that firms can leverage. Understanding these new regulations and their reporting requirements, as well as the complex data environment, are critical aspects of operating a strategic compliance program. Janco common practices for compliance excellence and share methods for new reporting implementation. Attendees will hear what challenges firms are facing, what technology and operational strategies they are using to adequately address emerging risks and how they’re ensuring adequate policies and procedures are in place.

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IT spending slows

November 5th, 2013

For the last 2 quarters Janco Associates ( has been saying that spending for IT in the U.S. is slowing.  Now, it is reported in Computerworld that another research firm is saying the same thing. That research firm now projects that tech spending will increase by 3.9% this year; that's well below its earlier prediction of 5.7%.

IT Job Market

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The federal budget sequester, the government shutdown and the threat of default have had negative impacts on the economy and direct negative impacts on federal tech buying, as well as indirect impacts on CIOs who simply became cautious.

For instance, CIOs who might have bought servers to meet new demand for computing power are instead moving peak loads and special projects to infrastructure-as-a-service providers.

The White House estimates that the 16-day government shutdown reduced the growth rate of GDP in this quarter by 0.2% to 0.6%.

Next year, that firm projects that U.S. business and government purchases of IT goods and services will rise by 5.3%, thanks to a revived housing market, modest improvement in employment and consumer spending, and improved exports. In contrast Janco Associates feels that spending will be less until after the election next year.

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Persons with disabilities at higher risk during a disaster

October 13th, 2013

Disaster Plan

UN survey shows needs of persons with disabilities largely ignored during disasters

A high proportion of persons with disabilities die or suffer injuries during disasters because they are rarely consulted about their needs and Governments lack adequate measures to address them, according to a United Nations survey released ahead of the International Day for Disaster Reduction.

The online survey, produced by the UN Office for Disaster Risk Reduction (UNISDR) and partners, consulted nearly 6,000 persons with disabilities in 126 countries on how they cope and prepare for disasters.

The results show that people living with disabilities across the world are rarely consulted about their needs in times of disasters. In cases where they need to evacuate such as during floods or earthquakes, only 20 percent of respondents said they could evacuate immediately without difficulty, 6 percent said they would not be able to evacuate at all and the remainder said they would be able to evacuate with a degree of difficulty.


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