Alternative Internet and Email Usage Guidelines

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These guidelines set out detailed provisions that allow use of the Internet during rest or break periods during working hours. These guidelines also recognise that employees may want to use email for personal use and therefore encourages the use of web based email systems to avoid organisation email accounts being used for personal purposes. The guidelines also allow the employer organisation to monitor employee's use of the Internet, email, PCs, office network and intranet (as applicable). These guidelines still prohibit employees from accessing unsuitable websites or services at any time.

The guidelines are drafted so that a named individual within the organisation has overall control of the guidelines and serves as a point of reference. This should either be the head of IT or another member of senior management with some technical experience.

This policy is drafted to comply with the following relevant Acts and Codes:

The Data Protection Act 1998

The Employment Practices Data Protection Code, Part 3: Monitoring at Work

The Telecommunications (Lawful Business Practice) (Interception of Communications) Regulations 2000 (TICR)

This agreement is ideal for organisations where internet and email use is well established.

Key clauses in this agreement include:

Action taken for minor breaches of these guidelines.

Action taken for serious breaches of these guidelines.

Correct use and storage of usernames and passwords.

Internet and email usage during work hours and rest or break periods.

Detailed email etiquette.

Proper deletion of emails.

Restriction on use of third party products and software.

Guidelines for transportation and security of portable computers and mobile devices.

Right to request access to employee's portable computer and mobile devices at any time.

Limitation on personal use of mobile phone.

List of file formats, devices and utilities that should not be accessed or downloaded unless directly related to work.