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Email Policy

CIRIS Email Communication Policy

1. Introduction

This Email Communication Policy (“Policy”) outlines the guidelines and best practices for the use of email communication within the Center for International Relations and International Security (CIRIS). This Policy is designed to ensure effective, secure, and professional communication while adhering to legal and ethical standards.

2. Applicability

This Policy applies to all CIRIS employees, contractors, volunteers, and any other individuals representing CIRIS in email communication with internal and external parties.

3. Email Usage Guidelines

3.1 Professional Communication: All email communications originating from CIRIS email accounts should maintain a professional and respectful tone. Employees must accurately represent themselves, their titles, and affiliations in email correspondence.

3.2 Confidentiality: Employees must exercise caution when discussing sensitive, confidential, or proprietary information via email. Never share personal, financial, or confidential information through email unless encryption measures are in place.

3.3 Privacy and Data Protection: Ensure compliance with applicable data protection regulations when handling personal data via email. Obtain proper consent for sending marketing materials or adding contacts to mailing lists.

3.4 Authorized Usage: Use CIRIS email accounts exclusively for official CIRIS business. Personal use of CIRIS email accounts should be limited to essential and non-disruptive communication.

3.5 Attachments: Prior to sending attachments, scan them for viruses or malware. Attachments should only be sent when necessary, and their content must align with CIRIS’s values and mission.

3.6 Unsubscribe Requests: Promptly honor unsubscribe requests from recipients. Ensure removal from mailing lists and databases in compliance with relevant privacy regulations.

3.7 External Communication: When communicating with external parties, accurately represent CIRIS and its contact details. Avoid sharing any false or misleading information.

4. Legal Compliance

4.1 Intellectual Property: Respect copyright and intellectual property rights when sharing content via email. Obtain necessary permissions before sharing copyrighted material.

4.2 Legal Notices: Emails from CIRIS should include appropriate disclaimers or legal notices if required by applicable laws or regulations.

5. Records Retention

5.1 Archiving: Maintain records of important email communications as required by CIRIS’s records retention policy. Archive emails containing official decisions, agreements, or other critical information.

6. Enforcement

6.1 Breach of Policy: Violations of this Policy may result in disciplinary actions, up to and including termination of employment or legal actions, depending on the severity and frequency of the breach.

7. Review and Update

7.1 Periodic Review: This Policy will be reviewed periodically to ensure its relevance and effectiveness. Updates will be made as necessary to align with changes in technology, laws, and organizational requirements.

8. NOTICE: NO EMPLOYEE OR AGENT IS AUTHORIZED TO CONCLUDE ANY BINDING AGREEMENT ON BEHALF OF CIRIS WITH THE RECIPIENT OF THIS EMAIL WITHOUT EXPRESS WRITTEN APPROVAL BY AN BOARD MEMBER OF OUR COMPANY. IN NO EVENT WILL THIS EMAIL OR ITS CONTENT BE CONSTRUED AS WRITTEN APPROVAL.

9. Contacts

For any questions or concerns related to this Policy, please contact us at [email protected]