Email Security Policy Template

This email security policy template has 3 pages and is a MS Word file type listed under our human resources documents.

Sample of our email security policy template:

EMAIL SECURITY POLICY PURPOSE The purpose of this Email Security Policy at [YOUR ORGANIZATION NAME] is to establish guidelines and procedures that ensure the secure and appropriate use of the organization's email systems. This Policy aims to protect confidential information, prevent unauthorized access, and reduce the risk of email-related security threats. SCOPE This Policy applies to all employees, contractors, partners, and third-party vendors using the organization's email system. It covers the sending, receiving, and storing of emails, as well as attachments and links, across all devices and networks associated with [YOUR ORGANIZATION NAME]. POLICY PRINCIPLES Confidentiality: Emails containing sensitive or confidential information must be encrypted and labeled according to organizational standards to protect against unauthorized access. Authentication: Multi-factor authentication (MFA) is required for access to all corporate email accounts, especially when accessed remotely or through personal devices. Phishing and Malware Prevention: Employees must not click on links or download attachments from unverified or suspicious email sources. All emails should be scanned by the organization's anti-malware tools. Use of Personal Email: Business communications must not be conducted through personal email accounts. Only official corporate email accounts should be used for work-related correspondence. Data Retention: Emails must be retained according to the organization's Data Retention Policy, and any unnecessary emails should be securely deleted after their retention period expires. Monitoring and Reporting: The organization reserves the right to monitor email activity to ensure compliance with this Policy. Any suspicious activity or potential breaches must be reported immediately to the IT Security Team. EMAIL SECURITY GOALS Encryption: Ensure that all outbound emails containing sensitive data are encrypted by [YEAR]. Incident Response: Establish a clear and efficient email security incident response process by [YEAR], including procedures for identifying, reporting, and mitigating email security breaches. Employee Training: Train 100% of employees in email security best practices and phishing awareness by [YEAR]. Email Archiving: Implement a centralized email archiving solution by [YEAR] to ensure all email communications are securely stored and easily retrievable for compliance purposes. SECURITY MEASURES