For assistance, problems or questions, please email us.
Page History
...
| Standard Name: | Reliant Email & Technology Usage |
|---|---|
| Scope: | Field Employees & Staff |
| Revision Date: | 1/19/2024 |
| Last Review Date: | 1/19/2024 |
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 is responsible for maintaining the organization’s image, using these electronic resources in a productive manner, and avoiding placing the organization or themselves at risk of legal liability based on their use.
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 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 a supervisorfrom 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 when storing and sharing Reliant-related documents, 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
...
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
...
.
