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E-mail policy
Posted by: CRodgers (User rank: Newbie. IP Logged)
Date: Thursday, 07-Jun-2007, 11:35:25

Hi Does anyone have a good example of e-mail policies?
I am also looking at trying to reduce the amount of e-mail sent interanlly including things like self destruct e-mails. Anyone have any good ideas?

Re: E-mail policy
Posted by: Louise (User rank: Accidental Techie. IP Logged)
Date: Wednesday, 06-Jun-2007, 11:06:57

As a start why not take a look at the Knowledgebase section on Internet and Email

there is also a section on ICT acceptable use policies

I hope this helps


Re: Email Policy
Posted by: Ian@Lasa (User rank: Accidental Techie. IP Logged)
Date: Thursday, 07-Jun-2007, 11:35:25


Whilst I don't have an example of an email policy there is a template for an Acceptable Use Policy on the Knowledgebase which has suggestions of what the email section of the policy should cover - see There is also policy information and samples at

If email overload is an issue then considering the appropriateness of email in specific circumstances and whether there are alternatives such as use of an internal discussion forum (there are several open source possibilities here such as PHPBB), or Intranet and sharing technologies such as Sharepoint to avoid having to email the document.

Consultation and training is obviously a key element with regard to drawing up and disseminating the policy. You may wish to consider forming a small working group to involve staff in writing the policy.

For email which is time limited, using the Expires after feature in Outlook (if this is the email client you are using ) is a possibility - see Options under the email form View menu. Other clients may have similar features.

Archiving mail is another option but this will perhaps encourage users to store mail rather than read and delete (if appropriate). Outlook can be set to archive regularly to archive pst files but be aware that the default location for this is on the PC rather than a server share. If you are using Exchange Server there is software available to do this such as InfoArchive and Symantec's Enterprise Vault but it ain't cheap and will need SQL Server. GFI's MailArchiver is a cheaper alternative http://www.gfi/com.

Hope this helps,

Ian Runeckles
Circuit Rider, Information Systems Team

Re: E-mail policy
Posted by: AndrewS72 (User rank: Accidental Techie. IP Logged)
Date: Friday, 29-May-2009, 15:51:50

Although I did not participate earlier in these thread, I must also say thank you. I needed some of those as well!

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