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An Electronic Communications Policy provides rules and guidelines about how communications technologies
can be used and what can and cannot be sent by these methods, including email. Many organizations
already have such a policy. If so, it should be reviewed to include telework and other remote work
situations. The lines between what an individual may do "when at home" and "when working from home"
can become blurred; particularly when the individual is using their own equipment. The policy can
help employees understand the difference and the importance of observing the boundary. Some things
to consider when developing an electronic communications policy:
Ownership: Who owns the information being transmitted into and out of the organization? Are
employees granted ownership of the information they create?
Impact: When creating guidelines for management and employees, consider the impact to the
organization based on the type of information and how it is transmitted and stored. Some information
that is communicated electronically is "private", to be seen only within the organization; other is
"public information" and subject to public disclosure. Consider the impact to the organization when
employees communicate information that is inappropriate, or possibly illegal.
Law: There are regulations surrounding the use of public funds. Additionally, retention of
communications may be mandated. Governance should also be provided regarding the illegal use of
intellectual property (i.e. Video, Software, Music, etc.) Content that can be considered discriminatory
or sexually harassing should also be addressed. Guidance should be given with regard to the release of
information outside the organization.
Resources: Identify the resources used and costs involved to sustain communications and how improper
use impacts the organization.
Use: Electronic communication and content can be used for many purposes. Some uses may not benefit
the organization such as personal online purchasing, selling and entertainment, while others may indirectly
benefit the organization such as ongoing education.
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