Users are responsible for the use of email as a professional resource in an appropriate manner. The following shall be treated as inappropriate use of e-mail services; this list is illustrative and not all inclusive:
I. Do NOT exchange e-mails that could be categorized as harassing, obscene or threatening
II. Do NOT exchange proprietary information or any other privileged, confidential, or sensitive information.
III. Do NOT provide unauthorized access of the services. This includes the distribution of e-mails anonymously, use of other user ids or using a false identity.
IV. Do NOT create and exchange advertisements, solicitations, chain letters and other unofficial, unsolicited e-mail.
V. Do NOT create and exchange information in violation of any laws, including copyright laws.
VI. Do NOT attempt to transmit an e-mail containing a computer virus.
VII. Do NOT misrepresentative the identity of the sender of an email.
VIII. Do NOT use or attempt to use the accounts of others without their permission.
IX. Do NOT transmit e-mails involving language derogatory to religion, caste, ethnicity, sending personal e-mails to a broadcast list, exchange of e-mails containing antinational messages, sending e-mails with obscene material, etc.
X. Do NOT use distribution lists for the purpose of sending e-mails that are personal in nature, such as personal functions, etc.
XI. Do NOT give the email id to Banks websites/Colleges & Schools of children/Income tax /Telephone bills/EB bills etc.,
Users should use MFA (Multifactor Authentications) wherever applicable, which is part of Information security standards.
Email users should use their own, password-protected accounts to send emails. Passwords should not be given to other people and should be changed once a month.
Email accounts not used for 30 days will be deactivated.
1. Use of email is a valuable business tool. However, misuse of this facility can have a negative impact upon employee productivity and the reputation of the business.
2. In addition, all the company’s email resources are provided only for business purposes. Therefore, the company maintains the right to examine any systems and inspect any data recorded in those systems and terminate the services without notice.
3. To ensure compliance with this policy, the company also reserves the right to audit the use and content of emails. Such an audit is for legitimate purposes only and will be undertaken in accordance with a procedure agreed with employees.
4. The user should keep only required mail and delete unnecessary mail. Any critical mail shall be converted to PDF and stored in the local system or to be stored as a hard copy.
5. The use of Internet abbreviations and characters such as smileys, however, is not encouraged. Signatures must include your name, job title and company name. A disclaimer will be added automatically underneath your signature.
6. The Mailbox must be used only by the individual should not be delegated to others by providing password.
7. Auto forwarding mail to another email is banned as per company policy.