Reliant Email & Technology Usage

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 staff a Google account with a Reliant-assigned (e.g., employeename@reliant.org) email and Google Drive. We want to ensure staff understand the limitations of using their 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 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.