Revision of E-mail Policy from Thu, 06/01/2011 - 15:00

Acceptable email use policy

Use of email by members / honorary members of TEAM -IPX is permitted and encouraged where such use supports the goals and objectives of the TEAM – IPX.
However, TEAM -IPX has a policy for the use of email whereby the member / honorary member must ensure that they:
• comply with current legislation
• use email in an acceptable way
• do not create unnecessary risk to TEAM – IPX by their misuse of the internet

Unacceptable behaviour
• use of IPX communications systems to set up personal send chain letters
• forwarding of IPX confidential messages to external locations
• distributing, disseminating or storing images, text or materials that might be considered indecent, pornographic, obscene or illegal
• distributing, disseminating or storing images, text or materials that might be considered discriminatory, offensive or abusive, in that the context is a personal attack, sexist or racist, or might be considered as harassment
• accessing copyrighted information in a way that violates the copyright
• breaking into the IPX’s or another organisation’s system or unauthorised use of a password/mailbox
• broadcasting unsolicited personal views on social, political, religious or other non-TEAM – IPX related matters
• transmitting unsolicited commercial or advertising material
• undertaking deliberate activities that waste Robag’s time and effort or networked resources
• introducing any form of computer virus or malware into any network

Monitoring
TEAM -IPX accepts that the use of email is a valuable TEAM – IPX tool. However, misuse of this facility can have a negative impact upon member / horary member productivity and the reputation of the TEAM – IPX.
In addition, all of the IPX’s email resources are provided for TEAM – IPX purposes. Therefore, the IPX maintains the right to examine any systems and inspect any data recorded in those systems.
In order to ensure compliance with this policy, the IPX also reserves the right to use monitoring software in order to check upon the use and content of emails. Such monitoring is for legitimate purposes only and will be undertaken in accordance with a procedure agreed with members / honorary members.

Sanctions
Where it is believed that a member / honorary member have failed to comply with this policy, they will face the IPX’s disciplinary procedure. If the member / honorary member are found to have breached the policy, they will face a disciplinary penalty ranging from a verbal warning to dismissal. The actual penalty applied will depend on factors such as the seriousness of the breach and the member / honorary member’s disciplinary record.