## Information Technology Operations

## Email Policy

## 1 Overview

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 it’s important for users to understand the appropriate use of electronic communications.

## 2 Purpose

The purpose of this email policy is to ensure the proper use of Sobek Digital Hosting & Consulting, LLC (hereafter Sobek Digital) email system and make users aware of what Sobek Digital deems as acceptable and unacceptable use of its email system. This policy outlines the minimum requirements for use of email within Sobek Digital Network.

## 3 Scope

This policy covers appropriate use of any email sent from a Sobek Digital email address and applies to all employees, vendors, and agents operating on behalf of Sobek Digital.

## 4 Policy

4.1 All use of email must be consistent with Sobek Digital policies and procedures of ethical conduct, safety, compliance with applicable laws and proper business practices.  
4.2 Sobek Digital email account should be used primarily for Sobek Digital business-related purposes; personal communication is permitted on a limited basis, but non-Sobek Digital related commercial uses are prohibited.  
4.3 All Sobek Digital 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 Sobek Digital business record. Email is a Sobek Digital business record if there exists a legitimate and ongoing business reason to preserve the information contained in the email.  
4.5 Email that is identified as a Sobek Digital business record shall be retained according to Sobek Digital Record Retention Schedule.  
4.6 The Sobek Digital email system shall not to 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 Sobek Digital employee should report the matter to their supervisor immediately.  
4.7 Users are prohibited from automatically forwarding Sobek Digital email to a third party email system (noted in 4.8 below). Individual messages which are forwarded by the user must not contain Sobek Digital 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 Sobek Digital business, to create or memorialize any binding transactions, or to store or retain email on behalf of Sobek Digital. Such communications and transactions should be conducted through proper channels using Sobek Digital-approved documentation.  
4.9 Using a reasonable amount of Sobek Digital 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 Sobek Digital email account is prohibited.  
4.10 Sobek Digital employees shall have no expectation of privacy in anything they store, send or receive on the company’s email system.  
4.11 Sobek Digital may monitor messages without prior notice. Sobek Digital is not obliged to monitor email messages.

## 5 Policy Compliance

5.1 Compliance Measurement The Infosec team will verify compliance to 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.  
5.2 Exceptions Any exception to the policy must be approved by the Infosec team in advance.  
5.3 Non-Compliance An employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.

## 6 Related Standards, Policies and Processes

- Data Protection Standard

## 7 Definitions and Terms

None.

## 8 Revision History

| Date of Change | Responsible | Summary of Change |
| --- | --- | --- |
| Dec 2013 | SANS Policy Team | Updated and converted to new format.