make your free communications and equipment policy
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what is a communications and equipment policy?
a communications and equipment policy is an internal policy that governs the use of it resources and electronic communication systems within the workplace. communications and equipment policies set out the extent to which the use of it resources is permitted at work, in particular the use of pcs and laptops, internet, emails, software and passwords.
this document is gdpr compliant.
when should i use a communications and equipment policy?
use this communications and equipment policy:
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if you are a business employing staff
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to explain the rules and procedures to follow when using communications and other it resources while at work
sample communications and equipment policy
the terms in your document will update based on the information you provide
about communications and equipment policies
learn more about making your communications and equipment policy
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how to make a communications and equipment policy
making a communications and equipment policy online is simple. just answer a few questions and 2022世界杯32强抽签时间 will build your document for you. when you have all of the details prepared in advance, making your document is a quick and easy process.
to make your communications and equipment policy you will need the following information:
employer details
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what is the employer’s name?
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who has overall responsibility for the policy?
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the board of directors?
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a committee? what is the name of the committee?
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an individual? what is the individual’s job title?
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what is the job title of the person with day-to-day responsibility for staff it resources?
it resources
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does the employer want to list their it resources in this policy?
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if so, what are the employer’s it resources?
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are the employees allowed to make personal use of it resources?
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should emails with sensitive business information be password protected or encrypted?
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does the employer want to include a disclaimer on all business emails?
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if so, what is the email disclaimer?
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is cctv in use on the employer's premises?
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if so, which areas are monitored by cctv?
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policies
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will this communications and equipment policy:
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refer employees to the staff handbook for other policies relevant to the issues covered in this policy?
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list other policies relevant to the issues covered in this policy?
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neither of the above?
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if other policies will be listed in the communications and equipment policy, do they include:
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a media relations policy?
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another policy?
requirements
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what is the minimum number of characters required for passwords used in the employer's ict resources?
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should passwords contain at least one:
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uppercase character?
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lowercase character?
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symbol?
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numeric character?
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will employees need to change their computer log-in details regularly?
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if so, how often should employees change their computer log-in details?
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data protection and monitoring
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who has overall responsibility for the employer's data protection compliance?
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another individual? what is the individual’s job title?
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who will carry out monitoring?
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the security team?
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another department? what is the name of the department?
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will information gathered through monitoring be transferred outside of the uk or european economic area (eaa)?
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what is the url of the employer’s data protection and data security policy?
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common terms in a communications and equipment policy
a communications and equipment policy outlines the rules and procedures for the use of an employer’s communications and it equipment and resources. to achieve this, this policy covers:
statement of policy and purpose of policy
this section sets out why the employer has adopted the communications and equipment policy. it explains that this policy sets out the standards required of staff when using the employer’s resources and the consequences of non-compliance. it also clarifies that the policy does not form part of anyone’s employment contract and can, therefore, be changed at the employer’s discretion.
who and what does this policy cover?
this section details to whom the communications and equipment policy applies and what resources the policy covers. it also sets out who has overall and day-to-day responsibility for the policy.
personal use of resources
this section sets out whether staff members are allowed to make personal use of the employer’s resources and, if so, what restrictions apply.
guidelines for pc and laptop use
this section sets out the employer’s guidelines for the use of pcs and laptops by staff members.
using resources outside work
this section sets out the rules for using the employer’s resources outside of the workplace (eg when working from home).
email guidelines
this section details the employer’s guidelines for emails. this includes ensuring confidentiality and house style and safety considerations (eg avoiding viruses).
guidelines for internet use
this section sets out the employer’s guidelines for staff members’ use of the internet while at work.
guidelines for software use
this section sets out the employer’s guidelines for staff members’ use of software.
monitoring of use of our resources
this section details how the employer monitors their staff members’ use of resources. this includes the business reasons for monitoring (eg ensuring compliance with the terms of this policy, training and monitoring standards of service, and preventing, investigating or detecting unauthorised use of it systems).
data protection
this section sets out how the employer will process (eg use and store) employee personal data under this policy. it highlights that any data will be processed under the employer’s data protection and security policy and states whether or not data will be transferred internationally.
password policy
this section explains the employer’s password policy and clarifies that passwords are vital to maintaining the security of resources.
password standards
this section sets out the requirements that passwords for the employer’s resources must meet.
password security
this section sets out that staff members are responsible for ensuring the security of their passwords. this includes not sharing passwords with others and changing passwords when prompted to do so.
misuse of resources
this section sets out that staff members must not misuse the employer’s resources and provides examples of potential misuses (eg infringing on another’s intellectual property rights or breaching data protection obligations). it also clarifies the types of misuse that are considered criminal offences (ie hacking and unauthorised modification of computer material).
other relevant policies
this section is only included if the policy points staff members to other relevant policies - either by means of a staff handbook or by listing individual relevant policies. this section provides details on the other policies that are relevant to this policy.
if you want your communications and equipment policy to include further or more detailed provisions, you can edit your document. however, if you do this, you may want a lawyer to review or change the communications and equipment policy for you to ensure it complies with all relevant laws and meets your specific needs. ask a lawyer for assistance.
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legal tips for making a communications and equipment policy
consider what other policies you should adopt
there are various employment policies that you should consider making and implementing as an employer. however, the most important policy for anyone making a communications and equipment policy is a data protection and security policy, which sets out how you process (eg handle and store) personal data (eg employees’ names and addresses). this document is crucial to demonstrate your data protection compliance.
you should also consider adopting:
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a social media policy - outlining the rules for staff members’ use of social media at work
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an anti-bullying and harassment policy - outlining how you handle workplace bullying and harassment
for more information on different employment policies, read hr policies and procedures.
understand when to seek advice from a lawyer
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for help changing an existing policy that is contractually binding
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where allegations of breach of privacy arise in connection with employees' use of communications and other it resources
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if this communications and equipment policy doesn’t meet your needs.
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communications and equipment policy faqs
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what is included in a communications and equipment policy?
this communications and equipment policy template covers:
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the extent to which the use of communications and other it resources is permitted while at work
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limits and guidance on the use of communications and other it resources
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guidance on the types of legal issues arising from the use of communications and other it resources including confidentiality, intellectual property infringement, defamation and bullying and harassment
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password guidance and instructions
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guidance on the use of email including archiving, disclaimers and confidentiality issues
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guidance on internet use
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rules about using communications and other it resources provided for use outside the workplace, such as laptops and personal digital assistants (pdas)
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prohibited uses of communications and other it resources
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monitoring of use of communications and other it resources
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the consequences of breaching the policy
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why do i need a communications and equipment policy?
having a communications and equipment policy ensures employees are aware of, and comply with, the rules regarding the use of it resources and communications systems while they are at work.
by clearly outlining the rules and procedures regarding access to communications and it equipment and resources to your managers and staff, you ensure that everyone understands the employer’s it processes and procedures. employees will need to know the extent to which using such communications equipment and resources is permitted at work and the consequences of breaching a communications and equipment policy, as well as the rules allowing the employer to monitor equipment use. a communications and equipment policy not only provides clear guidelines for all staff members, it also protects the employer.
this communications and equipment policy also grants the security of communications and other it resources against unauthorised access or abuse, while ensuring their accessibility to authorised staff.
for more information, read employee use of it.
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to what extent should the use of it resources be permitted at work?
there is no obligation to allow staff to use it equipment for their personal purposes. this policy makes clear that when personal use is allowed, it must be lawful and reasonable and must not interfere with the staff member's productivity or duties.
for more information, read employee use of it.
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what are the prohibited uses of communications and other it resources?
under this communications and equipment policy, staff must not:
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alter settings on or interfere with any measures implemented by the employer
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visit any gambling, gaming, adult or otherwise inappropriate website that is offensive, insulting, discriminatory or obscene
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download any images, files or other data that’s unrelated to business purposes which could be regarded as pornographic, illegal, criminal, offensive or obscene
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engage in computer hacking.
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can employers monitor their employees’ use of it resources at work?
employers can monitor staff members’ workplace use of it as long as their monitoring is justified. where monitoring is justified, employers have the right to monitor and intercept the staff members' use of it resources, including internet use and any communications sent or received. for more information, read workplace monitoring.
however, monitoring of communications such as emails, internet use and phone calls engages data protection and privacy issues. for more information, read data protection and employees.
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who does this communications and equipment policy apply to?
this communications and equipment policy applies to all staff members. this includes the employer’s employees, consultants, workers, fixed-term staff and volunteers.
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