Corporate Email Usage Guidelines
1. Purpose and Scope:
- These guidelines apply to all employees, contractors, and authorized users of Asterix United (B) Sdn Bhd’s corporate email system.
- Corporate email is for business-related communication only. Personal use should be minimal and not interfere with work responsibilities.
2. Professional Conduct:
- Subject Lines: Use clear, concise, and informative subject lines.
- Tone: Maintain a professional and respectful tone. Avoid offensive language, personal attacks, or discriminatory remarks.
- Grammar and Spelling: Use proper grammar, spelling, and punctuation. Proofread emails before sending.
- Signatures: Use the company-approved email signature, including your name, job title, department, and contact information.
- Confidentiality: Do not disclose confidential or proprietary information via email without authorization.
- Chain Emails/Spam: Do not forward chain emails, spam, or unsolicited messages.
- Reply Appropriately: Reply to emails promptly and appropriately. Use “Reply All” only when necessary.
- Keep Emails Concise: Keep emails brief and to the point.
- Organize Emails: Use folders and labels to organize emails for easy retrieval.
- Attachment Size: Be mindful of attachment sizes. Compress large files before sending. (Max 20MB)
- Out of Office: Contact IT admin to set an “Out of Office” message when unavailable, indicating your return date and alternative contact information.
- Email Frequency: Avoid unnecessary emails. Consider whether a phone call or instant message would be more efficient.
3. Enhanced Security and Safety:
- Phishing and Social Engineering:
- Be extremely vigilant about phishing emails. Never provide sensitive information in response to unsolicited emails.
- Hover over links before clicking to verify the URL.
- Be wary of emails with urgent requests, errors, or unusual senders.
- Report suspected phishing attempts to the IT security team immediately.
- Be aware of social engineering tactics beyond email, like phone calls or in-person requests.
- Malware and Virus Protection:
- Do not open attachments from unknown sources.
- Ensure antivirus software is up-to-date.
- Do not download software from untrusted websites.
- Delete suspicious emails and attachments immediately and empty your deleted items folder.
- Data Loss Prevention (DLP):
- Be mindful of shared information. Avoid sending sensitive data without authorization.
- Use approved encryption for sensitive data. Contact IT for guidance.
- Be aware of the consequences of accidental data leaks.
- Password Security:
- Use strong, unique passwords.
- Do not share passwords.
- Change passwords regularly.
- Use a password manager.
- Device Security:
- Secure company devices with passwords or PINs.
- Do not leave devices unattended in public.
- Report lost or stolen devices immediately.
- Be aware of public wifi risks.
- Reporting Security Incidents:
- Report security breaches to the IT security team immediately.
- Provide detailed information about the incident.
- Physical Safety Considerations:
- Avoid reading/writing emails while operating vehicles or machinery.
- Be aware of surroundings when accessing emails in public.
4. Prohibited Activities:
- Illegal Activities: Do not use corporate email for illegal activities, including harassment, defamation, or copyright infringement.
- Unauthorized Use: Do not use corporate email for personal gain, political campaigning, or other unauthorized purposes.
- Malware Distribution: Do not distribute malware or viruses via email.
- Impersonation: Do not impersonate another person or entity in email communications.
5. Monitoring and Enforcement:
- Asterix United (B) Sdn Bhd reserves the right to monitor and access employee email accounts for legitimate business purposes.
- Violation of these guidelines may result in disciplinary action, up to and including termination of employment.
6. IT Support:
- Contact the IT department for technical issues related to corporate email.
7. Policy Updates:
- These guidelines may be updated periodically. Employees are responsible for staying informed of any changes.
Example of an Email Signature:
[Your Name]
[Your Job Title]
[Your Department]
[Company Name]
[Company Phone Number]
[Company Website]
Company Property Usage Guidelines
1. Purpose and Scope:
- These guidelines apply to all employees, contractors, and authorized users of Asterix United (B) Sdn Bhd’s company-owned property, including but not limited to laptops, desktops, mice, keyboards, printers, projectors, and any other company-provided equipment.
- Company property is provided for business-related purposes only. Personal use should be minimal and must not interfere with work responsibilities or violate company policies.
2. General Principles:
- Responsible Use: Employees are responsible for the proper care and use of company property.
- Authorized Use: Company property must be used only for authorized business purposes.
- Security: Employees are responsible for maintaining the security of company property and preventing unauthorized access.
- Compliance: Employees must comply with all company policies, including those related to data security, software licensing, and internet usage.
3. Specific Equipment Usage Guidelines:
- Laptops and Desktops:
- Use company-provided laptops and desktops for business-related tasks only.
- Do not install unauthorized software or hardware.
- Keep operating systems and software up-to-date with company-approved updates.
- Do not tamper with or modify system configurations.
- Secure laptops and desktops with strong passwords or PINs.
- Do not leave laptops or desktops unattended in public places.
- Report any hardware or software issues to the IT department immediately.
- Mice and Keyboards:
- Handle mice and keyboards with care to prevent damage.
- Keep mice and keyboards clean and free of debris.
- Report any malfunctions or damage to the IT department.
- Printers:
- Use printers for business-related printing only.
- Do not print personal documents or excessive amounts of paper.
- Follow company guidelines for printing confidential or sensitive documents.
- Do not attempt to repair or service printers without authorization.
- Replace toner or ink only with company approved replacements.
- Report printer malfunctions to the IT department or designated support staff.
- Projectors:
- Use projectors for presentations and other business-related purposes only.
- Handle projectors with care to prevent damage to the lens or other components.
- Follow instructions for setting up and using projectors.
- Do not attempt to repair or service projectors without authorization.
- Report projector malfunctions to the IT department or designated support staff.
- Data Security:
- Do not store personal or sensitive data on company property.
- Back up important business data regularly, according to company guidelines.
- Do not share company data with unauthorized individuals.
- Use company-approved methods for transferring or sharing data.
- Software Licensing:
- Use only licensed software provided by the company.
- Do not install or use pirated or unlicensed software.
- Comply with all software licensing agreements.
- Internet Usage:
- Use company internet access for business-related purposes only.
- Do not engage in illegal or inappropriate online activities.
- Do not download or distribute copyrighted material without authorization.
- Be aware of the risks of phishing and malware.
4. Maintenance and Support:
- Report any malfunctions, damage, or security issues to the IT department immediately.
- Do not attempt to repair or service company property without authorization.
- Follow company guidelines for returning or disposing of company property.
5. Monitoring and Enforcement:
- Asterix United (B) Sdn Bhd reserves the right to monitor the use of company property.
- Violation of these guidelines may result in disciplinary action, up to and including termination of employment.
6. Return of Company Property:
- All company property must be returned upon termination of employment or when requested by the company.
- Employees are responsible for ensuring that all company property is returned in good condition.
7. Policy Updates:
- These guidelines may be updated periodically. Employees are responsible for staying informed of any changes.