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Email And Internet Usage Policy

Email And Internet Usage Policy Template for Malaysia

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Key Requirements PROMPT example:

Email And Internet Usage Policy

"I need an Email and Internet Usage Policy for our multinational technology company's Malaysian office, incorporating strict cybersecurity protocols and compliance with Malaysian data protection laws, to be implemented by March 2025."

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Document background
The Email and Internet Usage Policy serves as a foundational document for organizations operating in Malaysia, establishing clear guidelines for the appropriate use of electronic communications systems and internet resources. This policy becomes essential as organizations increasingly rely on digital communications and face growing cybersecurity threats. The document addresses compliance with Malaysian legislation, including the Personal Data Protection Act 2010 and Communications and Multimedia Act 1998, while providing practical guidelines for daily operations. It should be implemented when organizations need to establish or update their electronic communications governance framework, particularly when setting up new operations, implementing remote work policies, or responding to security incidents.
Suggested Sections

1. Purpose and Scope: Outlines the objectives of the policy and who it applies to within the organization

2. Definitions: Defines key terms used throughout the policy including 'electronic communications', 'company systems', 'acceptable use', etc.

3. General Principles: States the overarching principles of acceptable email and internet usage

4. Email Usage Rules: Specific rules and guidelines for email communication, including professional conduct and security practices

5. Internet Usage Rules: Guidelines for acceptable internet use, prohibited activities, and security requirements

6. Security Requirements: Detailed security protocols including password requirements, encryption, and protection against malware

7. Privacy and Monitoring: Details about the company's right to monitor communications and employee privacy expectations

8. Data Protection: Guidelines for handling sensitive data and compliance with Malaysian data protection laws

9. Personal Use: Rules regarding personal use of company email and internet facilities

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

Optional Sections

1. Remote Work Provisions: Additional guidelines for email and internet usage when working remotely - include if organization allows remote work

2. Social Media Usage: Guidelines for professional social media use - include if employees use social media for work purposes

3. Mobile Device Usage: Rules for email and internet access via mobile devices - include if organization has BYOD or provides mobile devices

4. Industry-Specific Compliance: Additional requirements for regulated industries - include if organization operates in financial services, healthcare, etc.

5. Third-Party Access: Guidelines for providing system access to contractors or vendors - include if organization regularly works with external parties

Suggested Schedules

1. Acceptable Use Examples: Detailed examples of acceptable and unacceptable email and internet usage

2. Security Protocols: Detailed technical security requirements and procedures

3. Acknowledgment Form: Form for employees to sign acknowledging they have read and understood the policy

4. Incident Response Procedures: Step-by-step procedures for reporting and handling security incidents

5. Password Guidelines: Specific requirements for password creation and management

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
Company Systems
Electronic Communications
Email
Internet Resources
Acceptable Use
Prohibited Use
Company Network
Confidential Information
Personal Data
Security Incident
Malware
Spam
User Credentials
Authentication
Company Data
Monitoring
Business Hours
Network Security
Electronic Device
Password
Encryption
Unauthorized Access
Data Breach
Professional Communication
System Administrator
Digital Signature
Intellectual Property
Network Access
Security Protocol
User Account
Relevant Industries

Technology

Financial Services

Healthcare

Education

Manufacturing

Retail

Professional Services

Government

Telecommunications

Energy

Transportation

Construction

Media and Entertainment

Non-profit

Agriculture

Relevant Teams

Human Resources

Information Technology

Legal

Compliance

Information Security

Risk Management

Operations

Administration

Corporate Communications

Training and Development

Relevant Roles

Chief Executive Officer

Chief Information Officer

Chief Technology Officer

IT Director

HR Director

Compliance Officer

Legal Counsel

Information Security Manager

IT Security Specialist

System Administrator

Network Administrator

HR Manager

Department Manager

Team Leader

Employee Relations Manager

Risk Manager

Privacy Officer

Data Protection Officer

Industries
Personal Data Protection Act 2010: Regulates the collection, use, and disclosure of personal data. Relevant for monitoring employee communications and storing email data.
Communications and Multimedia Act 1998: Governs electronic communications and network facilities in Malaysia, including internet usage and communications monitoring.
Computer Crimes Act 1997: Addresses cybercrime and unauthorized access to computer systems, relevant for setting security policies and acceptable use guidelines.
Digital Signature Act 1997: Relevant for email authentication and security measures in electronic communications.
Copyright Act 1987: Protects intellectual property rights, important for policies regarding sharing and downloading content.
Employment Act 1955: Provides framework for employment relationships and workplace policies, including disciplinary actions for policy violations.
Malaysian Penal Code: Contains provisions relating to cyber harassment and misuse of electronic communications.
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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