Emails in the Workplace

Emails in the Workplace

Policies and Regulation

Policies on use of emails are supposed to protect businesses from risks that could arise out of information leaked from their databases. The policies and regulations include, employee should not use business emails for personal interests. Employees should not use emails to send confidential information to other people. Copyrighted materials should not be accessed by unauthorized people or sent using emails. In addition, some policies of ensuring these regulations are followed are implemented inform of monitoring and sanctions. The business has the right to examine any email sent through the business address. The organization is allowed to use software for monitoring the content of the emails. When an employee fails to comply with the policies and regulations, they are eligible to being disciplined (Business Link 2012).

Owner of Business email

To understand who owns business emails, it is important to understand what business emails are, as well as their intended use. Business emails are generally email accounts of a corporate organization or any business. Business emails as the name suggests, are supposed to be for business only and no personal issues of employees should be allowed. Therefore, business emails are meant to be for sending information about the business to its stakeholders, and considering a business is supposed to be different from owners, or independent, it should not be personal. Business emails are therefore owned by the business itself or the organization that owns the address, which should only be used for the interests of the company. In addition, as long as the organization owns the server to the business emails, it owns them (Simoes, 2009).

Need For Policies on Employee Emails

In very business there are resources allowed to employees, emails being one of them. However, since people may misuse the emails especially using the business name to conduct their personal interests, policies and regulations of such have to be put in place to ensure ethical use of emails. All business organizations reckon that information is the key to success in the current business environment. Therefore, companies need to be careful about the information that goes in and out of its databases. In addition, since not all employees can be trusted, policies should be put in place to protect issues such as theft of sensitive information, lost productivity, and transfer of malicious or damaging software such as virus (mbm-law.net, 2012).

Misuses of Emails at Work

One of the misuses of emails in the workplace is overusing them even when one is supposed to be working (Wheelwright 2). This in turn reduces productivity, and this amounts to misuse of emails in the workplace. There are many kinds of misuse of emails depending on the policies of the organization since what could be wrong in one place could be allowed in another. However, use of a business email to send personal information is amounts to misuse. Another misuse could be leaking confidential information to other people who might not be authorized to hold such information.

Penalty for Misuse of Emails at Work

Several things could be likely to happen when I misuse emails at work. However, this will depend on the seriousness of the misuse, since simple personal matter passed over the email that does not hurt or infringe anybody cannot amount to dismissal. However, a warning could be issued. In addition, depending on my record in the past, action will be taken accordingly. Several things that could happen include dismissal, suspension, fine or warning. This will also be dependent on the email classification of the organization (Fallows, 5).

Lessons from My Company’s Policies

I learnt that there are several risks of allowing personal information through business emails from the policies of the organization. I learnt that personal information could destroy the reputation of the company if sent through business emails. In addition, I learnt that business emails are meant for achieving company goals and objectives only, and other matters should not be included. I also learnt that businesses or companies are the owners of the emails, and nothing that is not in the interest of the company should be sent through the company email. In addition, I learnt that the company has rights to monitor emails that are sent through their server, whether using a personal email account, or business email, to protect information (nolo.com 2012).

 

Work cited

Business Link. Sample acceptable email use policy. businesslink.gov.uk, 2012. Web. April 5, 2012.

Fallows Deborah. Email at Work. Washington D.C: Pew Internet & American Life Project, 2002. PDF.

Mbm-law.net. Legal Issues and Email: Why Your Business Should Have an Email Policy. mbm-law.net, 2012. Web. April 5, 2012.

Nolo.com. Email Security Policy: Why You Need One for Your Employees. nolo.com, 2012. Web. April 5, 2012.

Simoes Tony. Your Company Email – Is It Private? cybercityinc.com, August 20, 2009. Web. April 5, 2012.

Wheelwright Karen. Monitoring Employee email and Internet Use art Work- balancing the interests of the employers ad employee. Employer Controls over private lives, (2000): 12-13. PDF.

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