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SunWater Spa Email Policy and Procedures
1. Login for Google Admin - admin@sunwaterspa.com
2. Naming Convention - firstname.lastname@sunwaterspa.com
3. Email Groups and Aliases
o tech@sunwaterspa.com – facilities and IT – goes to spa director and IT manager
o everyone@sunwaterspa.com – all users in the organization
o info@sunwaterspa.com – goes to cloud@sunwaterspa.com
4. Two-Factor Authentication (2FA)—This is not enforced for all accounts
5. Password Requirements –
o Must be at least 8 characters long.
o Must include a combination of uppercase letters, lowercase letters, numbers, and special characters.
o Must not be easily guessable or based on personal information (e.g., name, birthdate)
o Must be changed every 180 days.
o Cannot reuse any of the last 5 passwords.
o Passwords must be stored securely and never shared.
o Users are encouraged to use a password manager for secure storage.
o Users must maintain the confidentiality of their passwords.
o Users must report any suspicious activity or potential breaches immediately.
6. Access Control
o Access to Google Admin is restricted to the IT Manager and the Spa Director
o The company reserves the right to access and monitor email accounts to ensure compliance with this policy.
o Employees should have no expectation of privacy regarding email communications.
7. Email Policies and Best Practices
o Use company email primarily for business-related purposes.
o Personal use should be minimal and not interfere with work responsibilities.
o Maintain a professional tone and language in all emails.
o Use clear and concise subject lines and content.
o Do not share confidential or sensitive company information via email without proper authorization.
o Use encryption for sending sensitive data when necessary.
o Do not use company email for illegal activities, harassment, or transmitting offensive content.
o Avoid using company email for personal business or commercial purposes unrelated to the company.
o Do not open attachments or click links from unknown or suspicious sources.
o Report any suspicious emails to the IT department immediately.
o Use the company signature template for all business emails.
o Avoid using all caps, excessive punctuation, or informal language.
o Regularly delete unnecessary emails to manage mailbox size and performance.
o Use clear, descriptive, color-coded labels for the organization of emails.
8. Access and Monitoring –
o The company reserves the right to access and monitor email accounts to ensure compliance with this policy.
o Employees should have no expectation of privacy regarding email communications.
9. Training and Support
o Provide Email Best Practices to all employees with an email address.
o Provide support and training for all employees not familiar with gmail or as needed.
10. Monitoring and Maintenance
o Perform regular audits of email accounts and access logs.
o Check for unauthorized access and compliance with policies
o Test recovery procedures regularly.
o Stay updated with new features and security updates from Google.
o Upgrade plans as the company grows and needs evolve.
11. Employee Departures
o Immediately suspend the departing employee’s email account to prevent unauthorized access.
o Set up email forwarding to a manager or relevant team member to ensure business continuity.
o Review the departing employee’s emails for important information.
o Delete the account after 90 days and transfer drive data to deborah.rector@sunwaterspa.com
Updated 11/15/24
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