Hints and Tips for E-mail Policy

Inadvertent Misuse

Most occurrences of inappropriate use are inadvertent, and often happen because people are trying to be helpful. For example:

• Sending company documents to a home e-mail account for work at home
• Sending company documents back to the office from home
• Sending large files
• CC-ing to excess

The first two points can expose company information to risks that are unlikely to happen in the workplace. Family members might see confidential information - few homes have the same physical security controls as offices.

The last two points are simple errors that can make e-mail less efficient, and at worst, grind an entire enterprise to a halt.

Other activities may not be seen as obvious misuse, but can cause considerable loss in terms of resources and time. For example:

• 'For sale' adverts
• "Who is coming to the pub after work?"
• Using e-mail rather than face-to-face or telephone conversations
• Sending e-mails to the next desk
• Poor housekeeping, such as not deleting old/unneeded messages