1. Purpose
This policy is designed to ensure the proper use of the Orapuh email system (webmail.orapuh.org). It outlines acceptable and prohibited uses, user responsibilities, and the procedures for monitoring and managing the email system. The goal is to protect Orapuh’s communication channels, ensure compliance with legal and regulatory requirements, and safeguard the organisation’s reputation.
2. Scope
This policy applies to all Orapuh employees, contractors, consultants, temporary workers, and other users of the Orapuh email system.
3. Acceptable Use
3.1 Professional Communication:
Orapuh email accounts should primarily be used for professional communication related to Orapuh’s activities. All email communications should reflect the values and standards of Orapuh.
3.2 Internal Communication:
The email system should be used to communicate with colleagues within Orapuh, as well as with external stakeholders, including partners, vendors, and other authorised entities.
3.3 Confidential Information:
Emails containing confidential information should be marked appropriately and handled with care. Confidential information should not be shared outside Orapuh unless explicitly authorised.
4. Prohibited Use
4.1 Personal Use:
While incidental personal use of the email system is permitted, it should not interfere with work responsibilities or violate any Orapuh policies.
4.2 Unlawful Activities:
Using the Orapuh email system for activities that violate any law, including sending or receiving material that is defamatory, obscene, or infringes on intellectual property rights, is strictly prohibited.
4.3 Spam and Unsolicited Emails:
Sending unsolicited emails (spam), chain letters, or any form of mass email that is not related to Orapuh’s operations is prohibited.
4.4 Malware and Phishing:
Users must not open attachments or click on links in emails from unknown or untrusted sources. If any suspicious email is received, it should be reported immediately to the IT department.
5. User Responsibilities
5.1 Password Security:
Users are responsible for maintaining the security of their email account credentials. Passwords should be kept confidential and should not be shared with anyone.
5.2 Regular Monitoring:
Users are expected to check their email regularly to ensure they remain informed about Orapuh-related activities and respond to communications in a timely manner.
5.3 Email Storage:
Users should manage their email storage to ensure important communications are retained according to Orapuh’s document retention policy. Unnecessary emails should be deleted regularly to conserve storage space.
6. Email Etiquette
6.1 Professional Language:
All emails should be written with proper grammar, punctuation, and in a tone that reflects professionalism. Avoid using slang, informal language, or emoticons in official communications.
6.2 Clear Subject Lines:
Emails should have clear and descriptive subject lines that accurately reflect the content of the message.
6.3 Signatures:
Users must include their official email signature, which should contain their name, job title, and contact information, in all outgoing emails.
7. Monitoring and Compliance
7.1 Monitoring:
Orapuh reserves the right to monitor email communications to ensure compliance with this policy. This may include reviewing emails, attachments, and logs of email activity.
7.2 Policy Violations:
Violations of this policy may result in disciplinary action, up to and including termination of employment. Legal action may also be taken if the violation involves unlawful activities.
8. Data Protection
8.1 Email Retention:
Emails must be retained in accordance with Orapuh’s data retention policies. Users should regularly archive or delete emails that are no longer needed.
8.2 Data Privacy:
Users must ensure that they comply with data privacy laws and regulations when handling personal data in emails.
9. Training and Awareness
9.1 User Training:
All users will receive training on the proper use of the Orapuh email system and this policy. Regular updates and reminders will be provided as necessary.
9.2 Awareness Campaigns:
Orapuh will conduct regular awareness campaigns to remind users of their responsibilities and any updates to this policy.
10. Policy Review
This policy will be reviewed annually or as needed to ensure it remains relevant and effective. Users will be informed of any changes or updates to this policy.
11. Contact Information
For any questions or concerns regarding this policy, please contact the Orapuh at [email protected]