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Email Security Policy

Email Security Policy Template for Australia

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Key Requirements PROMPT example:

Email Security Policy

"I need an Email Security Policy for a financial services company operating in Australia that ensures compliance with APRA regulations and includes specific protocols for handling customer financial data, with implementation planned for March 2025."

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Document background
The Email Security Policy serves as a fundamental governance document for organizations operating in Australia, establishing comprehensive guidelines for secure email communications and protecting sensitive information. This policy is essential for ensuring compliance with Australian legislation, including the Privacy Act 1988, Spam Act 2003, and relevant cybersecurity requirements. The document outlines specific measures for email usage, security controls, data protection, and incident response procedures, while defining clear responsibilities for implementation and compliance. Organizations should implement this policy to establish standard operating procedures for email communications, protect against security threats, and maintain regulatory compliance. The Email Security Policy should be reviewed and updated regularly to address evolving security threats and changes in regulatory requirements.
Suggested Sections

1. Purpose and Scope: Outlines the objectives of the policy and defines who and what activities are covered

2. Policy Statement: High-level statement of the organization's commitment to email security and compliance

3. Definitions: Clear explanations of technical terms and concepts used throughout the policy

4. Roles and Responsibilities: Defines who is responsible for implementing, maintaining, and enforcing the policy

5. Acceptable Use: Defines appropriate use of email systems and prohibited activities

6. Security Requirements: Specifies mandatory security measures including password requirements, encryption standards, and access controls

7. Email Management: Guidelines for creating, sending, receiving, and storing emails

8. Data Protection and Privacy: Requirements for handling sensitive information and personal data in compliance with privacy laws

9. Incident Reporting: Procedures for reporting security incidents and suspected policy violations

10. Compliance and Enforcement: Consequences of policy violations and enforcement procedures

11. Review and Updates: Policy review frequency and update procedures

Optional Sections

1. Remote Access: Additional security requirements for accessing email systems remotely, recommended for organizations with remote workers

2. Industry-Specific Requirements: Special requirements for regulated industries such as healthcare or financial services

3. International Communications: Additional requirements for organizations operating across multiple jurisdictions

4. Legal Hold Procedures: Procedures for preserving emails in case of litigation, recommended for organizations with high litigation risk

5. Social Engineering Prevention: Specific guidance on preventing phishing and social engineering attacks, recommended for high-risk organizations

6. Mobile Device Usage: Requirements for accessing email on mobile devices, recommended if BYOD is allowed

7. Third-Party Access: Requirements for contractors and third parties accessing email systems, needed if external parties have email access

Suggested Schedules

1. Appendix A - Technical Requirements: Detailed technical specifications for email security controls

2. Appendix B - Incident Response Procedures: Step-by-step procedures for handling email security incidents

3. Appendix C - Email Retention Schedule: Detailed requirements for email retention periods by category

4. Appendix D - Approved Email Systems and Tools: List of approved email clients, security tools, and third-party applications

5. Appendix E - Training Requirements: Details of required security awareness training and frequency

6. Appendix F - Compliance Checklist: Checklist for evaluating compliance with the policy

7. Appendix G - Forms and Templates: Standard forms for reporting incidents, requesting exceptions, etc.

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant legal definitions
Acceptable Use
Attachment
Authentication
Authorized User
Breach
Business Email
Confidential Information
Data Classification
Digital Signature
Distribution List
Email Administrator
Email Client
Email Server
Encryption
End User
Information Security Incident
Legal Hold
Malware
Multi-Factor Authentication
Password
Personal Information
Phishing
Privacy Breach
Prohibited Content
Protected Information
Retention Period
Security Controls
Sensitive Information
Spam
Social Engineering
System Administrator
Third-Party Service Provider
Two-Factor Authentication
Unauthorized Access
User Credentials
Virus
VPN (Virtual Private Network)
Whitelisting
Clauses
Purpose
Scope
Policy Statement
Definitions
Roles and Responsibilities
Access Control
Authentication
Password Security
Encryption Requirements
Acceptable Use
Prohibited Activities
Data Protection
Privacy Requirements
Email Storage
Email Retention
Information Classification
Security Controls
Incident Response
Breach Notification
Monitoring and Surveillance
Remote Access
Mobile Device Usage
Third-Party Access
Training Requirements
Compliance
Enforcement
Audit
Review and Updates
Exception Handling
Legal Compliance
Relevant Industries

Financial Services

Healthcare

Government

Legal Services

Education

Technology

Manufacturing

Retail

Professional Services

Telecommunications

Energy

Mining

Transport and Logistics

Non-profit Organizations

Research and Development

Relevant Teams

Information Technology

Information Security

Compliance

Legal

Human Resources

Risk Management

Operations

Internal Audit

Information Management

Data Protection

Corporate Governance

Training and Development

Relevant Roles

Chief Information Security Officer

IT Director

Compliance Officer

Risk Manager

Security Manager

IT Administrator

Systems Administrator

Network Engineer

Privacy Officer

Data Protection Officer

Human Resources Manager

Department Manager

Chief Technology Officer

Information Security Analyst

General Counsel

Chief Executive Officer

Employee

Industries
Privacy Act 1988 (Cth): Sets out requirements for handling personal information, including its collection, storage, use, and disclosure in electronic communications. Contains the Australian Privacy Principles (APPs) which are crucial for email handling policies.
Spam Act 2003: Regulates commercial electronic messages, requiring consent, sender identification, and unsubscribe facilities. Essential for any email communication policy.
Cybercrime Act 2001: Addresses computer-related crimes including unauthorized access and modification of data, which is relevant for email security measures and breach prevention.
Security of Critical Infrastructure Act 2018: While primarily focused on critical infrastructure, it provides guidance on cybersecurity practices that may be relevant for email security in certain sectors.
Notifiable Data Breaches (NDB) scheme: Part of the Privacy Act that requires organizations to notify individuals and the OAIC when a data breach is likely to result in serious harm.
Telecommunications (Interception and Access) Act 1979: Regulates the interception of telecommunications and access to stored communications, which is relevant for email monitoring and storage policies.
Archives Act 1983: Relevant for email retention and archiving requirements, particularly for government agencies and organizations dealing with government.
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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