Email Governance & Effective Policies – 10 Tips
Email governance is your business’ protection against business brand reputation, email compliance and client data security. It’s an internal set of rules and guidelines written specifically for your company that outlines your email policies and best practices.
It’s a set of guidelines for employees to follow in order to protect their data systems and files, their personal information, personal details of other employees, business data, sales information and customer/client information.
An email governance document should include information about your backup and archiving policies, personal usage policies, prohibited email content and confidentiality guidelines. As such, email governance can be a way to protect your business from litigation by protecting the personal and sensitive data of your staff, customers and clients.
Email governance best practices
Email governance allows your business to educate staff members about email and internet security. For example, you might outline a set of guidelines about how to identify suspect emails or malware attachments. Similarly, you might inform employees on how to protect the business by not falling for whaling attacks and best practices for contacting and conversing with clients and/or customers.
10 tips for effective email governance & policies:
- Ensure all staff members have read the email policies.
- Get staff members to sign a document agreeing to the policies (or include the email governance as part of their employee contract).
- Include contingency plans and what should happen in case of policy breach.
- Address legalities that need to be complied with, for example regionalised email compliance laws.
- If appropriate, contain scripts or templates for contacting clients/customers.
- Detail what anti-spam/virus protection is required on all business networks.
- Educate clients on how to identify malware risks and processes for dealing with suspicious emails.
- Include, in detail, policies for dealing with sensitive information (e.g. contact details or order information) of employees, clients and customers and ensure they comply with the Data Protection Act. Email encryption for sensitive data etc etc.
- Identify senior staff members that employees can contact if they have any questions about the email governance policies and ensure those staff members are adequately trained to deal with these enquires.
- Review your documents regularly to ensure they are still up-to-date and relevant.