Sample Policy governing the use of Email and Collaboration applications

During our interaction with customers, prospects and partners, we observed that there is a need for organisations to publish and enforce a policy of use for their email and collaboration infrastructure for reasons given below. We also observed that several organisations could benefit from a ready sample policy document, which can be easily adapted to their environment with minor changes. Here are some frequently asked questions about policy definition:

What is a corporate mail usage policy?

This is a document governing the use of the corporate collaboration application by the end users. It is a contract which is “signed”/”accepted” by the end users whenever they opt to use the corporate collaboration application. It defines the policies of the system which apply to the end user like which all domains they can send mail to, maximum mail size, etc.

Why do I need to define a corporate email usage policy?

There are several reasons:

  • You would like your users to be aware of the policies to reduce chances of friction, protest, and excessive discussions during the use.
  • You want to use this as a framework to ensure that the system configuration covers all the aspects of security, performance and other criteria as laid down by the management.
  • It may be required by your internal processes to have this documented.

What is the best place to publish this policy?

We suggest that this be a link on the intranet page or the login page for the collaboration application, with a line stating that “By signing into the collaboration system, I agree to these clauses”. It may also be part of the employee contract or handbook.

What all does this policy cover?

Here is a sample framework, which can be adopted by any organisation using Connect Xf, to define the usage policy for the collaboration applications based on Connect Xf. This is only a sample, so we would urge you to go review carefully and get it approved by the relevant teams in your organisation before publishing it to the users. The sample mentions the different aspects of the collaboration application and attempts to provide a checklist for ensuring completeness in configuring end user policies.

Your suggestions and feedback is welcome.

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