Draft Internet and Email Policy

Computers
The computers provided at the firm are complex and costly. Unless expressly authorised by (IT Manager/Partner) , therefore, you must not:

1) Make any changes whatsoever to any settings or configurations of hardware or software.
2) Install or uninstall software of any kind from any source, including apparently harmless
  screensavers or wallpaper.
3) Physically open or tamper with any part of any computer.
4) Change the established file structures or directories on a computer or on the server in any way.
5) Change the firm’s precedents, macros or templates.

The Internet
Each computer has Internet access. This is invaluable but we must also be aware of the danger of misuse.

1) The Internet must only be accessed to obtain information directly relevant to the work you are
  doing at the time for the firm.
2) Use for anything other than 1) during office hours is not permitted without the specific permission
  of a partner.
3) Anyone found using a computer for any illegal, immoral or inappropriate purpose will be
  considered to be guilty of a serious disciplinary offence and may be dismissed immediately.
4) Outside working hours, such as during lunch breaks, the internet may be accessed for personal use but 3) above will still apply.

Email
We must be aware of the possible pitfalls with this invaluable form of communication.

1) A copy of each and every outgoing email must be printed off before sending, checked, initialed and dated by the fee earner, and placed on the file. Only when this has been done should it be sent.
  For as long as we continue to work on paper files this policy must be adhered to so that the file
  remains a complete record of the conduct of each matter. (review this para. as appropriate)
2) A copy of each and every incoming email must also be placed on the file.
3) Email can be intercepted. Sensitive material should therefore be sent by other means. If this
  should not be possible a partner should be asked to decide whether such an email should be
  sent.
4) The origin of emails is not always clear. If therefore we receive an undertaking by email it should
  be confirmed by telephone with the sender and a note to this effect made on the file copy.
5) Replies must be timely, but then this requirement is no different to the one for letters, faxes or
  ‘phone calls.
6) If anyone is away for any reason they should set up an automatic reply to any incoming messages
  and also divert messages to a colleague who must have agreed to handle them.
7) Instructions received by email are no different to those received by other means. We must run the
  usual checks to avoid getting caught in money laundering or whatever. Likewise with wills, the
  genuine intention of the testator/testatrix must be established.
8) If we should ever provide services for a client in another country, probably more likely with growing
  email usage, we must take care to establish which jurisdiction applies and which country’s
  professional rules.
9) Private use of email is not permitted on the firms' system. Web mail services are freely available
  and if anyone wants to send or receive personal emails (in their own time) they should use one,
  thus preventing any possible interpretation that the message may have come from the firm.
10) No email must ever contain anything immoral, illegal, or liable to damage the reputation of the firm
  or anyone associated with it, or indeed anyone else, in any way. The partners will take a serious
  view of any breaking of this rule and disciplinary action will follow, possibly resulting in dismissal.