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| Standard Name: | Reliant Email & Technology Usage |
|---|---|
| Scope: | Field Employees & Staff |
| Revision Date: | |
| Last Review Date: |
Purpose of Standard
This standard applies to all staff using Reliant-assigned email accounts and other technologies, including but not limited to Google Drive, OneDrive, DropBox, or Reliant-related files stored on the staff's personal computer.
Reliant is pleased to be able to offer our staff a Google account with a Reliant-assigned (e.g., employeename@reliant.org) email and Google Drive. We want to ensure our staff understand the limitations of using their Relaint email and Reliant Google Drive accounts. Every staff member has a responsibility to maintain the organization’s image, to use these electronic resources in a productive manner, and to avoid placing the organization or themselves at risk of legal liability based on their use.
Reliant-Assigned Email & Google Drive Monitoring & Privacy
All messages distributed via Reliant’s email system, even personal emails, as well as documents created or stored in the corresponding Google Drive, can be accessed by Reliant if necessary. There should be no expectation of privacy in anything the staff member creates, stores, sends, or receives on the organization’s email system or other related technologies.
Reliant emails can be monitored without prior notification to the staff member if Reliant deems this necessary. On the rare occurrence that this monitoring does occur, if there is evidence that a staff member is not adhering to the guidelines set out in this policy, Reliant reserves the right to take disciplinary action, including termination and/or legal action.
Email Guidelines and Usage
Email is a business communication tool, and staff are obliged to use this tool in a responsible, effective, and lawful manner. Although by its nature, email seems to be less formal than other written communication, the same laws apply. Therefore, it is important that staff members are aware of the risks of email:
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- Reliant’s name is included in the heading carried with every message a Reliant staff member sends. Therefore, email messages must be appropriate and professional.
- Using Reliant’s email system for anything other than legitimate business is against our organizational policy. Therefore, sending chain letters, junk mail, or communication related to business purposes not connected to Reliant is prohibited. All messages distributed via the organization’s email system are Reliant’s property.
- Particular care should be taken when sending confidential or sensitive information. If in doubt, the staff member should consult their supervisor.
- Subscription to electronic services (i.e., software, games, apps) or other contracts on behalf of Reliant is prohibited unless the staff member has been given express authority from their supervisor.
- If a staff member receives offensive, unpleasant, harassing, or intimidating messages via email, the staff member is requested to inform their supervisor and Human Resources immediately. It is important that we trace such emails as quickly as possible.
- Reliant staff must spell-check or use Grammarly for all emails prior to transmission.
- Reliant reserves the right to review, audit, intercept, access, and disclose all messages created, received, or sent over the electronic mail system for any purpose.
Technology Guidelines and Usage
Other tools may be utilized by staff to aid in their day-to-day work. These technology tools are expected to be used in a responsible, effective, and lawful manner. Each staff member should take special care when storing and sharing Reliant-related documents across various technologies, including but not limited to Google Drive, OneDrive, DropBox, or Reliant-related files stored on the staff member's personal computer.
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