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					Internet,
e-Mail,
Mobile Device, and
Electronic Communication
Policy




                hs s    a l fh i l rd c
                                     n
               T i i as mp eo t ef a p o u t

Version 3.0    h s a e r o o r e iw n y
               t e ep g sa ef ry u r ve o l
               n r r t ce y a c ’ o y ih
              a d a ep o e t d b J n osc p rg t
                   A S     V   EN X L
                  P GE HA EB E E C UDE    D
License Conditions
This product is NOT FOR RESALE or REDISTRIBUTION in any physical or
electronic format. The purchaser of this template has acquired the rights to use
it for a SINGLE ENTERPRISE unless the user has purchased a multi-use
license. Anyone who makes an unlicensed copy of or uses the template or any
derivative of it is in violation of United States and International copyright laws
and subject to fines that are treble damages as determined by the courts. A
REWARD of up to 1/3 of those fines will be paid to anyone reporting such a
violation upon the successful prosecution of such violators.


The purchaser agrees that derivative of this template will contain the following
words within the first five pages of that document. The words are:
               Derived from materials of Janco Associates, Inc.
 © 2001 - 2008 Copyright Janco Associates, Inc. – ALL RIGHTS RESERVED


Easy use steps:
   1.   Read this License Conditions
   2.   Print the first two pages of this template
   3.   Delete the first two pages.
   4.   Save As “your file name”
   5.   Edit replace “ENTERPRISE” with your enterprise’s name.
   6.   Edit replace “company logo” with your enterprise’s logo
   7.   Save As “your filename.v001”
   8.   As you modify the plan continue to save the DRP with a name that has an updated
        version number.

        The Sensitive Information Policy is saved in two formats. They are
         1. *.doc is in WORD 2003 format
         2. *.docx is in WORD 2007 format


        Both of these documents are the same but we have provided them in both for your use. If you have any
        questions on these documents please send an email to support@e-janco.com and reference your order
        number.
        Telephone support can be obtained if you have registered your product by going to

            •   http://www.e-janco.com/register.asp
        If you register your product within thirty (30) days of purchase Janco will send you a coupon for 10% off
        on your next purchase from any of Janco's direct sites. These include:


            •   http://www.e-janco.com
            •   http://www.itproductivity.org
            •   http://www.ejobdescription.com
            •   http://www.it-toolkits.com



                    © 2008 Janco Associates, Inc -- All Rights Reserved
Place ENTERPRISE logo here


Section:                                                                                         Effective Date:                       00/00/00
Prepared by:                                                                                     Revised Date:                        3/21/2008
Approved by:                                                                                     Page:                                        1



                                                        Table of Contents
Internet, E-Mail, Mobile Device, and Electronic Communication Policy ...................................... 2 
   Risks and Costs Associated with e-Mail, Electronic Communication, and Mobile Devices ..... 2 
   Appropriate use of Equipment .................................................................................................... 2 
   Internet Access ............................................................................................................................ 3 
   Electronic Mail............................................................................................................................ 3 
   Retention of E-Mail on Personal Systems .................................................................................. 4 
   E-mail Forwarding Outside of ENTERPRISE ........................................................................... 5 
   E-mail and Business Records Retention ..................................................................................... 6 
   Copyrighted Materials ................................................................................................................ 7 
   Ownership of Information........................................................................................................... 7 
   Security ....................................................................................................................................... 8 
   Forms .......................................................................................................................................... 9 
      Internet & Electronic Communication - Employee Acknowledgment Form ....................... 10 
      E-mail - Employee Acknowledgement Form ....................................................................... 11 
      Internet Use Approval Form ................................................................................................. 12 
      Internet Access Request Form .............................................................................................. 14 
      Security Access Application Form ....................................................................................... 15 
What’s News ................................................................................................................................. 16 
      Version 3.0 March 2008 ....................................................................................................... 16 
      Version 2.2 October 2007 ..................................................................................................... 16 
      Version 2.1 April 2007 ......................................................................................................... 16 


NOTE: In order to customize this document,
                 1. Replace the word “ENTERPRISE” with the name of your enterprise and
                 2. Update to page header to apply to your enterprise.
                 3. Update the Table of Contents




                                     hs s    a l fh i l rd c
                                                          n
                                    T i i as mp eo t ef a p o u t
                                    h s a e r o o r e iw n y
                                    t e ep g sa ef ry u r ve o l
                                    n r r t ce y a c ’ o y ih
                                   a d a ep o e t d b J n osc p rg t
                                        A S     V   EN X L
                                       P GE HA EB E E C UDE    D




                                  © 2008 Janco Associates, Inc -- All Rights Reserved – http://www.e-janco.com
                                            hs s    a l fh i l rd c
                                                                 n
                                           T i i as mp eo t ef a p o u t
                                           h s a e r o o r e iw n y
                                           t e ep g sa ef ry u r ve o l
                                           n r r t ce y a c ’ o y ih
                                          a d a ep o e t d b J n osc p rg t
Place ENTERPRISE logo here                     A S     V   EN X L
                                              P GE HA EB E E C UDE    D

Section:           Internet, E-Mail, Mobile Device, and                          Effective Date:      00/00/00
                   Electronic Communication Policy
Prepared by:                                                                     Revised Date:       3/21/2008
Approved by:                                                                     Page:                       2



Internet, E-Mail, Mobile Device, and Electronic
Communication Policy
       Risks and Costs Associated with e-Mail, Electronic
       Communication, and Mobile Devices
               ENTERPRISE is faces many risks and cost as it comes to depend more on the
               new technologies. This policy must be followed in order to minimize to security
               risks and economic loss to ENTERPRISE. As new risks are identified these
               procedures will be updated. Some of the risks and costs that these procedures
               address are:

                                      •    The loss of general ENTERPRISE data and files.
                                      •    The disclosure to competitors of key financial data, sales
                                           contacts, suppliers, and strategies.
                                      •    The physical loss of a mobile device.
                                      •    The time to recover from the loss.
                                      •    The introduction of viruses and malware into the
                                           enterprise's computer base, when synchronizing mobile
                                           device in the office and on a home PC.
                                      •    Personnel business being conducted on enterprise
                                           equipment and systems

       Appropriate use of Equipment
               The ENTERPRISE provides PC’s, PDA’s, laptops, servers, SmartPhones, USB
               Storage Devices, telephones, video players, televisions, and other equipment as
               tools for use by employees working on business objectives. This equipment is not
               to be used for personal use. Inappropriate use of the equipment, including
               installing non-business related software could result in appropriate disciplinary
               action up to and including termination. The systems are not to be used for




                      © 2008 Janco Associates, Inc -- All Rights Reserved – http://www.e-janco.com
Place ENTERPRISE logo here


Section:              Internet, E-Mail, Mobile Device, and                            Effective Date:       00/00/00
                      Electronic Communication Policy
Prepared by:                                                                          Revised Date:        3/21/2008
Approved by:                                                                          Page:                       12




                 Internet Use Approval Form


    It is the policy of ENTERPRISE that Internet use on behalf of the ENTERPRISE should be strictly limited to
    appropriate business purposes.                       hs s          a l fh i l rd c
                                                       T i i as mp eo t ef a p o u t        n
                                              h s a e r o o r e iw n y
                                              t e ep g sa ef ry u r ve o l
_____ 1.         Access to Internet Services  n r r t ce y a c ’ o y ih
                                             a d a ep o e t d b J n osc p rg t
Initial                                           A S     V   EN X L
                                                 P GE HA EB E E C UDE    D
                      A.        Employees must be authorized in writing by their management to use the ENTERPRISE’s
                                resources to access and use Internet services. When necessary and appropriate, customers
                                and suppliers or other third parties may be authorized, but only in writing, to use the
                                ENTERPRISE’s resources to access and use Internet services.
                      B.        Access to Internet services may only be authorized after individuals agree in writing to
                                abide by this policy.
                      C.        Management who authorizes the use of Internet facilities is responsible for promptly
                                notifying the appropriate Internet administrator when the employee or authorized third
                                party terminates, changes departments or no longer requires the use of Internet services so
                                that access can be terminated.

_____ 2.         Appropriate Uses of the Internet
Initial
The Internet should be used for ENTERPRISE business, the performance of work-related duties and professional training
and education. Electronic communications in furtherance of the ENTERPRISE’s business activities with professional
associates, colleagues, supplier representatives and others is permitted.


_____ 3.         Improper Uses of the Internet
Initial
    Although the Internet represents a valuable information resource for legitimate business and technical research and
    information sharing, it also presents a significant opportunity for abuse, lost employee productivity and potential
    liability for both the ENTERPRISE and the employee. The following are examples of activities, which could result
    in revocation of Internet access privileges or other disciplinary action, not excluding termination.
                          A.      Personal activities that incur additional costs to the ENTERPRISE or interfere with
                                  employee’s work performance.
                          B.      Profit-making activities that accrue to the employee.
                          C.      Political activities.
                          D.      Unlawful activities, including sending or receiving copyrighted materials in violation of
                                  copyright laws or license agreements.
                          E.      Sending or retrieving sexually explicit or offensive messages, cartoons or jokes, ethnic
                                  slurs, racial epithets or any other statement or image that might be construed as
                                  harassment, disparagement or libel.
                          F.      Sending ENTERPRISE proprietary or confidential materials to anyone not entitled to
                                  know or possess them.




                           © 2008 Janco Associates, Inc -- All Rights Reserved – http://www.e-janco.com
Place ENTERPRISE logo here


Section:          What’s News                                                    Effective Date:      00/00/00
Prepared by:                                                                     Revised Date:       3/21/2008
Approved by:                                                                     Page:                      16



What’s News

               Version 3.0 March 2008

                  •   Updated policy to cover mobile devices

                  •   Added materials for Smartphones and USB Storage Devices

                  •   Defined risks and costs associated with mobile devices

                  •   Forms Added:

                           o Internet & Electronic Communication – Employee
                             Acknowledgement Form
                           o E-Mail Employee Acknowledgement Form
                           o Internet Use Approval Form
                           o Internet Access Request Form
                           o Security Access Application Form

               Version 2.2 October 2007

                  •   Added table for Regulations and Industry Impact


               Version 2.1 April 2007

                  •   E-Mail Forwarding Added




                      © 2008 Janco Associates, Inc -- All Rights Reserved – http://www.e-janco.com

				
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