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This model policy outlines the standards expected of users of Company communication systems, and the action taken in respect of breaches of these standards.

This document is suitable for use in England & Wales and Scotland, and was last reviewed and revised on 26 July 2022

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IT

Overview

This policy outlines standards regarding the use of the Company's computing and computer based communications capabilities including, but not limited to, electronic mail and Internet systems.

Scope

This policy is applicable to all employees of [company name].

General principles

Equipment and Software

All the computing resources (e.g., equipment, software and telecommunications capabilities) used by the Company to provide computing and network connections throughout the business are considered the property of the Company. Further, they are intended solely for use by the Company's employees to conduct the Company's business, and should not be used for communication of a personal, private or non-business nature, without authorisation from a senior manager.

It is the Company's intention to use only properly licensed software and to comply with the manufacturers' licensing provisions and the terms of other agreements the Company has signed with the manufacturers. No actions are to be taken by an employee to obtain or use software that has not been properly licensed.

The Company will provide its employees with all software needed to conduct their business. Consequently, the Company's employees (other than appropriately authorised Information Technology staff) are not permitted to copy software from any source onto the Company's network or the computer they use. This is not only policy, it can be illegal, and/or expose both the computer and the Company's network to viruses.

All hardware and software requests, procurement and installation should be processed via the IT department so that the software/hardware compatibility and asset register can be maintained.

Data and information

All data and information created, acquired, stored on, or transmitted using the Company's computing resources are the Company's proprietary business information and are exclusively the property of the Company. This includes information of any kind: documents, spread sheets, graphics files, emails and their attachments, records of any business transactions, creative work, directories or lists of the content of storage devices, the printed image of any such information, or files of any such information on removable storage devices or stored on non Company computing systems (e.g.: portable devices/drives, CD/DVD, or home computers).

In all cases, the Company's proprietary business information may not be sent to outside individuals or companies, or to Company employees who do not need to know the information unless authorised by a senior manager. The Company is under no obligation to provide any data or information that was created, acquired, transmitted, or stored using the Company's resources, to any employee or ex employee of the Company.

Integrity

Electronic mail and other information systems of the Company should not be used in any way that may be disruptive, offensive to others, or harmful. In no case should the information systems be used to transmit messages of a sensitive, personal, or private nature, or which constitutes unlawful, threatening, disparaging, defamatory, scandalous or obscene material about employees, clients, vendors or any other person or entity.

Monitoring

The Company reserves the right to assign computing resources and system access privileges to employees, and to survey and monitor the use of resources, data and information by its employees.

All computer systems provided by the Company or connected to the Company's network, and all data and information created, acquired, stored on, or transmitted using Company resources are subject to access and review by Company officials, for a variety of reasons, in the course of the performance of their responsibilities at any time without notice. In all cases, monitor

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Model policy documents, often known as an Employee or Staff Handbook, providing you with a framework to manage your staff consistently and fairly.

Policies will normally include information about company culture, policies, and procedures, and are key to ensure that employees understand what is expected of them, and general company standards of performance.

You can create your own bespoke handbook by using some or all of the policies in this section; for example those that are important for your industry / organisation / situation.

Each policy document is informed by research and the latest legislation.

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