Subject: Colorado Sample Letter for Directive — Email Usage Policy Dear [Employee Name], RE: Company Email Usage Policy I hope this email finds you well. As a valued member of our team at [Company Name], we would like to bring to your attention a revised email usage policy that has taken effect in accordance with the laws of the State of Colorado. It is essential for all employees to understand and adhere to these guidelines to ensure the appropriate use of our company's email system for both business and personal purposes. Key Points and Objectives of the Email Usage Policy: 1. Purpose: The purpose of the Colorado Email Usage Policy is to establish standards and guidelines to govern the appropriate and responsible use of our company's email system. This policy aims to maintain the integrity of our network, ensure protection against legal risks, support productivity and professionalism, and safeguard our resources. 2. Scope: This policy applies to all employees, contractors, and authorized personnel who have access to and use our company's email system. It covers the use of both company-provided email accounts and personal email accounts accessed through company networks or devices. 3. Acceptable Use of Email: Employees shall ensure that their use of company email adheres to professional and ethical standards. Personal use of email for non-work-related purposes should be limited and should not interfere with work responsibilities or productivity. 4. Confidentiality and Security: All employees are responsible for ensuring that company-sensitive information is not transmitted via email without proper authorization. Email should not be used to discuss or disclose sensitive information that could potentially harm the company's interest or the privacy of our clients or employees. Additionally, email attachments and downloads should be scanned for viruses or other malicious content before opening. 5. Prohibited Activities: The following activities are strictly prohibited when using our company's email system: — Sending harassing, discriminatory, or offensive messages — Distributing spam or unsolicited advertising — Forwarding chain letters or engaging in pyramid schemes — Sharing confidential or copyrighted material without proper authorization — Misrepresenting oneself or impersonating others — Engaging in illegal activities or transmitting illegal content 6. Monitoring and Retention: Please note that our company reserves the right to monitor, access, review, and disclose email communications when necessary in compliance with applicable laws and regulations. Emails may also be subject to retention for legal, auditing, or business purposes. Employees should have no expectation of privacy in their emails sent or received using company systems. By complying with this policy, employees contribute to fostering a secure and efficient email environment that protects our company's reputation and assets. Please review the attached Colorado Sample Letter for Directive — Email Usage Policy thoroughly, sign the acknowledgment form, and return it to the HR Department by [deadline]. Should you have any questions or need clarifications, please contact our HR team. Thank you for your cooperation in this matter. Best regards, [Your Name] [Your Position] [Company Name] [Attachment: Colorado Sample Letter for Directive — Email Usage Policy] [Attachment: Acknowledgment Form]
Colorado Sample Letter for Directive - EMail Usage
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