Who this is for

Built for corporate email, Slack/Teams, SMS for business, video conferencing, and archival of business communications.

Every section below is included in your download, summaries only shown here, not the policy text.

• —

  Document control

  Owner, version, review cycle, and approval fields ready to customize.

• 1

  Purpose

  Why this policy exists and the outcomes it supports.

• 2

  Scope

  Who and what systems, locations, and activities are in scope.

• 3

  Definitions

  Key terms defined in a table for consistent interpretation.

• 4

  Roles and responsibilities

  Accountability for executives, owners, managers, staff, and IT.

• 5

  Policy requirements

  Numbered, audit-ready controls you can adopt or tailor.

• 6–8

  Exceptions, monitoring, enforcement

  Exception process, review cadence, and consequences of non-compliance.

• 9–10

  Regional compliance and framework mapping

  US, EU, and global obligations plus mapped control themes.

• A–C

  Appendices

  Customization notes, document history, and approval signatures.

Requirement themes addressed, not the verbatim policy language.

• Use [Organization Name]-approved email and messaging platforms for business…
• Apply email authentication (SPF, DKIM, DMARC) and anti-phishing filtering on inbound…
• Mark external emails with banners warning users about impersonation risk.
• Prohibit sending confidential data to personal email accounts.
• Retain business records per Records Management Policy with legal hold overrides.
• Do not auto-forward corporate mail to external addresses without approval.
• Use encryption or secure file transfer for sensitive attachments.
• Report phishing and business email compromise attempts to IT Security immediately.
• Professional tone required
• Video meetings with sensitive topics use waiting rooms and access controls.