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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 Reliant 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: 

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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, and consult your supervisor if unsure. Refrain from sending emails containing libelous, defamatory, offensive, racist, or obscene

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content. Remember, emails are potentially public and can carry legal implications. Be cautious of email attachments to prevent the spread of computer viruses, and 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 Reliant management.

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

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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:

1. 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.
2. 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.
3. Particular care should be taken when sending confidential or sensitive information. If in doubt, the staff member should consult their supervisor.
4. 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.
5. 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.
6. Reliant staff must spell-check or use Grammarly for all emails prior to transmission.
7. 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.

1. 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.
2. 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).
3. Staff should avoid saving Reliant-related documents to their personal computers unless absolutely necessary. 

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, ensuring the security and confidentiality of 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. Violations of this policy may result in disciplinary action, up to and including termination.