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      24. HealthSafe Email Usage Policy



      EMAIL USAGE POLICY



      Document Identification 

      HSNZ/POL/24

      Document Name

      Email Usage Policy

      Master Copy

      CISO

      Version Number

      1.3

      Date Of Release 

      15 Aug 2023

      Prepared By

      Eparama Tuibenau

      CISO

      Approved by

      Kevin McAfee

      Managing Director

       

      VERSION HISTORY


      Sl No

      Version No.

      Prepared by

      Approved by

      Description of Version

      Date

      Reason for Version Change

      From

      To

      1

      1.0

      -

      CISO

      MD

      First Release

      14 Apr 2020 

      No changes made

      1

      1.0

      1.1

      CISO

      MD

      Updated

      23 July 2021 

      Modifications due to changes in HealthSafe

      1

      1.1

      1.2

      CISO

      MD

      Reviewed

      28 July 2022 

      Annual review

      1

      1.2

      1.3

      CISO

      MD

      Reviewed

      15 Aug 2023

      Annual review

      DOCUMENT STATUS


      Date

      Document Status

      14 Apr 2020

      Modified

      23 Jul 2021

      Reviewed

      28 Jul 2022

      Reviewed

      15 Aug 2023

      Current

      Table of Contents

      1 Purpose


      2 Scope


      3 Input


      4 Output


      5 Interacting Process


      6 Abbreviations, Acronyms and Definitions


      7 Procedure


      8 Monitoring the Process


      9 Records



      1. PURPOSE
        The purpose of this document is to establish and maintain a policy for Email usage policy for HealthSafe.

      2. SCOPE
        These procedures apply to all aspects of Email usage.

      3. ABBREVIATIONS, ACRONYMS AND DEFINITIONS

      Abbreviation

      Description

      IT

      Information Technology Department

      TL

      Team Lead

      CISO

      Chief Information Security Officer

      CIA

      Confidentiality Integrity Availability

      4 INPUT

      The privilege and controlled method of usage to ensure the CIA has not been affected


      5 OUTPUT

      Privileges given to each and every user by the management according to their operation and business need

      6 INTERACTING PROCESS

      Functional Head


      7 PROCEDURE

      Email

      • The email facility, either official or public accessible through HealthSafe infrastructure should be used for legitimate official company work purposes only.  
      • Company email account shall not be used for the creation and distribution of any illegal or wrongful or offensive emails about race, gender, age, sexual orientation, pornography, religious or political beliefs, national origin or disability
      • Sending chain letters or joke emails from the HealthSafe email account is prohibited. 
      • Company email must not be used for online registrations unless the online platform is used for work purposes.
      • Email must not be used for generation of unsolicited commercial email or SPAM.  Internal generation or origination of such content will result in disciplinary action.
      • Sending mass emails will be permitted only to authorised personnel and others should get approval from HealthSafe Management before sending. 
      • Executable files require signoff from IT Manager before being released. In no circumstances is blocked content containing malicious text to be released.
      • Employees must use extreme caution when opening email attachments received from unknown senders, which may contain viruses, email bombs, or Trojan horse code.
      • Email to and from HealthSafe is scanned for inappropriate content and reported accordingly. Where content is blocked, the sender would be notified via email. 
      • Where the sender is external, the internal recipient and IT Manager is notified of the blocked message. Where the sender is internal, the sender and IT Manager is notified of the blocked message.
      • Blocked content must not be released unless required for business purposes.  Content must be confirmed to be clear of all known malicious code before being released. 
      • HealthSafe employees shall have no expectation of privacy in anything they store, send or receive on the company’s email system. HealthSafe may monitor messages without prior notice.  HealthSafe is not obliged to monitor email messages.
      • All outgoing emails from HealthSafe must contain following signature and disclaimer notice:

       

      First name Last name

      Position

      Mobile number

      e: support@healthsafe.co  |  w: www.healthsafe.co  |  p: (0800) 357-242

      The information contained in this email including attachments is confidential in nature and may not be disclosed without prior written consent from Health Safe NZ Limited. All intellectual property rights, including copyright and the HealthSafe and SecurePass Trademarks, are owned by HealthSafe NZ Limited. © 2022.

      This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error please notify HealthSafe NZ. Please note that any views or opinions presented in this email are solely those of the author and do not necessarily represent those of the company. The recipient should check this email and any attachments for the presence of viruses. The company accepts no liability for any damage caused by any virus transmitted by this email.




      8 MONITORING THE PROCESS

      This process is monitored by the IT on emails and their usages


      9 RECORDS

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