Purpose for personal usage, according to the followings
The purpose of this policy is to ensure the proper use of
Users could not expect any privacy to their
the Company’s email system.
personal and non job related emails Information
Scope passing through the corporate network or stored
on company’s personal computer. It can and
This policy applies to all authorized email users covering will be monitored.
the appropriate use of any electronic message sent from Personal use of email should never interfere
the company account. with work.
Policy Personal emails must also adhere to the
guidelines in this policy.
1.1. Prohibited Use Personal emails must be archived or deleted on
Company email are to be used strictly for business a daily basis to free up the email storage.
purpose, prohibited use includes but not limited to Forwarding of unnecessary emails such as chain
the followings: letters, junk mail, jokes executables, etc is
Creation or distribution of any disruptive or forbidden.
offensive messages, including but not limited to All messages distributed via the Company’s
offensive comments about race, gender, email system, including personal will become
disability, age, sexual orientation, religious Company’s property.
belief and practice, political belief, or national 1.3. Signatures and disclaimers
Creation or distribution of emails that contains Signatures in Emails and other electronic
the Company’s confidential information without messages may contain some or all of the
any form of authorization. following only:
Forging of email or sending of emails using a. name,
other person’s email account b. title,
Mass mailing of emails (including to, CC and c. section name, department name, name of
BCC) without any form of authorization namely company,
for G_ALL, G_JPB, G_JPL or manually selecting d. workplace contact information (phone
large number of users. number, fax number, mailing address, Email
Sending of email larger than 10MB without address)
authorization. Signatures must reflect professionalism; it shall
Creation or distribution of chain emails, need to follow standard guideline as follows:
phishing, viruses or other scams of any type. a. All fonts must be in black and white.
Use of the company’s name in any unsolicited b. Use of company logos or any other types of
email on behalf of, or to advertise, any service images are prohibited.
or product without the explicit written c. Use of Quotations, such as proverbs,
permission of the company. witticisms, etc., are not allowed
Posting the same or similar non-business-related All company related emails need to be
messages to large numbers of email users. appended with the standard disclaimers. Any
Creation or distribution of emails that contains company related emails without a disclaimer
executable attachments such as .exe, .com, would not be under the responsibility of the
.bat, .inf etc without proper authorization Company for any future consequential loss.
Creation or distribution of emails that contains Standard disclaimer for JPB and JPL are in
images or multimedia attachments which appendix 1 and 2 respectively.
belongs to the followings: 1.4. Size limit
a. Non business related
b. Confidential images without any form of All email users are provided with a predefined
authorization email server storage limit, it is the user
c. Business related images without any form of responsibility to ensure their email storage limit
authorization is not exceeded.
d. Unauthorized subscribing to newsletters The email system shall automatically block any
either business or non business related. sending or receiving of emails for those who
have exceeded their storage limit. Standard
1.2. Personal Use storage limit is currently set at 30MB per user.
Although the Company’s email system is meant for
business use, the Company allows the use of email
Johor Port Berhad - Email Policy Page 1
1.5. Email retention
All business related emails must be securely 1.6. Email Account and System Monitoring
archived and backed-up by the email users, for
ease of future references. All email accounts maintained on the email
systems are property of the Company.
Emails are automatically removed from the
Password should not be given to other people
Email Server during archival process, it is the
and should be changed regularly.
user responsibility to categorize the emails,
Staff must have no expectation of privacy in
establish its period of retention, archive and
anything he/she creates stores, sends or
backup. Backup can be in any forms including
receives on the Company’s computer system.
but not limited to backup to a file server,
Their emails can be monitored without prior
backup to the PC and to CD or external storage,
notification if the Company deems necessary.
printing and filing etc.
User must ensure all backups are properly kept
by performing regular checks.
I have read, understood and acknowledged receipt of Acceptable Email policy above. I hereby agree to comply with the rules and
regulations as stated in the policy and understand that failure to comply will result in severe disciplinary action.
Name: Sign: Date:
Johor Port Berhad - Email Policy Page 2