For assistance, problems or questions, please email us.
Page History
...
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 is responsible for maintaining the organization’s image, to use using these electronic resources in a productive manner, and to avoid avoiding 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:
...
Email Usage Guidelines
Purpose and Expectations
- Email is a primary tool for business communication at Reliant. It is essential to use email in a responsible, efficient, and lawful manner.
- Staff members must ensure all emails sent from their Reliant-assigned account are professional and appropriate, as these emails represent our organization.
Privacy and Monitoring
- Please be aware that there is no expectation of privacy for any content created, stored, or transmitted using Reliant's email system.
- Reliant reserves the right to monitor email communications and take necessary actions in case of policy violations.
Email Content and Conduct
- Avoid sending sensitive or confidential information; never share login credentials via email. Consult your supervisor if unsure.
- Refrain from sending emails containing libelous, defamatory, offensive, racist, or obscene
...
- content. Remember, Emails are potentially public and can carry legal implications.
- Be cautious of email attachments to prevent the spread of computer viruses. Verify the safety of an attachment before sending or opening.
Additional Email Usage Rules
- Do not use the Reliant email system for non-business-related purposes like chain letters, spam, or personal/personal business promotions.
- Report any inappropriate emails to your supervisor and Human Resources immediately.
- Always use spell-check or Grammarly before sending an email.
- Subscription to services or contracts in Reliant’s name requires explicit permission from a supervisor.
Technology Tools Usage
General Guidelines
- Reliant provides various technology tools to assist in your daily tasks. These tools must be used responsibly and lawfully.
- Special care should be taken when storing and sharing Reliant-related documents, ensuring the security and confidentiality of our information.
Document Storage and Sharing
- Reliant documents and data should only be stored in and shared through Reliant-provisioned tools and services (e.g., Reliant-provided Google Drive).
- Do not store, share, or distribute Reliant documents or data on your personal computers or personal accounts with third-party services (e.g., Personal Google Drive).
- When sharing documents, ensure that you only share them with the intended recipients, especially if they contain sensitive information.
Policy Compliance
- Random audits will be conducted at reasonable intervals to ensure compliance with this policy. Staff will be informed of the audit process and schedule.
- Violations of this policy may result in disciplinary action, up to and including termination.
...
Supplement: Examples and Scenarios for Clarity
To further illustrate the guidelines outlined in this policy, here are some practical examples and scenarios:
Email Usage Examples
Sensitive Information in Emails: Imagine sending an email with confidential client data, but you accidentally address it to the wrong recipient. This could lead to a breach of confidentiality and potentially harm both the staff member and Reliant.
Rapid Communication and Accuracy: In a hurried response to an email, a staff member might send information that is not verified for accuracy, leading to misunderstandings or misinformation.
Inappropriate Content: A staff member sends an email with jokes that could be perceived as offensive or inappropriate. Even if unintended, such content can reflect poorly on Reliant and lead to disciplinary action.
Email Attachments and Viruses: A staff member forwards an email with an attachment without checking its safety, inadvertently spreading a computer virus. This act can compromise Reliant's IT infrastructure and lead to potential liability.
Technology Tools Usage Scenarios
Document Sharing Mishaps: A staff member shares a document containing sensitive project details on a public link via Google Drive, accidentally allowing access to unauthorized individuals.
Personal Device Usage: Storing organizational documents on a personal device, a staff member's computer gets stolen, leading to a potential data breach.
Non-Business Email Use: Using Reliant's email system, a staff member sends out a personal fundraising request to all contacts, violating the policy of using email for business purposes only.
Purpose of These Examples
- These examples are provided to help staff members better understand the types of actions and behaviors that should be avoided in line with the organization’s Email and Technology Use Policy.
- They illustrate the potential risks and consequences associated with improper use of email and technology tools.
- Staff members are encouraged to reflect on these scenarios and apply the principles of the policy in their daily use of organizational technology resources.
Reliant considers email an important means of communication and recognizes the importance of proper email content and usage. All Reliant staff should take great care in drafting an email. Therefore, Reliant wishes users to adhere to the following rules:
- 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.
- Documents may be shared via Google Drive, OneDrive, or Dropbox with persons other than the intended recipient. If it contains confidential or sensitive information, this could be damaging to the staff member and Reliant.
- Reliant-related documents should be stored in the staff member's Google Drive that corresponds with their Reliant-assigned email account rather than the staff member's personal Google Drive (if applicable).
- Staff should avoid saving Reliant-related documents to their personal computers unless absolutely necessary.
...
