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 26 July 2008
Department for Innovation, Universities and Skills (DIUS)
 
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E-Mail Policy - Hints and Tips

The following points may be relevant when considering inappropriate usage. You may wish to consider them whilst establishing your own e-mail policy. The list is by no means exhaustive, but might provide at least a good starting point. Check hints for:

You can also download an E-mail Checklist which details steps that can be taken to minimise the risks associated with e-mail abuse within an organisation.

E-mail

  • Minimise the forwarding of e-mails that contain non-business material

  • Check receipt of important messages with a telephone call

  • Never divulge your password or account information to other users

  • Be aware that the sarcasm, humour, abuse, or tone can easily be misunderstood in e-mails

  • Avoid using currency punctuation in text-based e-mails. Use three-letter currency indicators instead (e.g. GBP, USD, EUR)

  • If possible, refer to files on any network-shared areas rather than include the files as an attachment

  • Send e-mails to individuals rather than groups

  • Compress large attachments, if possible, before sending. For example, zip files

  • Ignore and delete chain e-mails

  • Avoid subscription services and automatic information services unless there is a good business reason for subscribing

  • Check the authenticity (for example, by telephone) of suspicious messages

  • Carry out regular housekeeping on your mailbox. Delete all e-mails as soon as possible and ensure that there is only one copy of any attachment in your mailbox

  • Keep the number of e-mails in your mailbox to a minimum

  • Check your personal address book regularly and remove unwanted and incorrect entries

  • Always check that the addressee names are correct and be particularly aware of personal or global address groups

Sending e-mails from the Internet

  • There are no guarantees of delivery

  • Mail may be delivered to the wrong person

  • The message may not be delivered in its original format, i.e. it can be modified

  • Mail received may not be from the apparent source; i.e. it can easily be spoofed

  • Mail can be read or copied by others

Security Passwords

  • Always log out of systems when they're not in use

  • Never leave an e-mail account unattended if it is logged in unless a password protected screen saver is invoked

  • Do not log onto an e-mail account other than your own, even if requested to do so

  • Do not send e-mail messages from another user's mailbox

  • Keep your password confidential. Never divulge it to anyone and never enter passwords when others can observe your keystrokes

  • If you suspect that others know your password, change it immediately

 

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