The Email Security Policy serves as a critical document for organizations seeking to protect sensitive information transmitted via email systems while ensuring compliance with US federal and state regulations. This policy becomes necessary as email communications increasingly contain confidential data and face growing cybersecurity threats. The document outlines specific security measures, user responsibilities, and compliance requirements while addressing various regulatory frameworks including HIPAA, GLBA, and other industry-specific requirements applicable in the United States.
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1. Purpose and Scope: Defines the objectives and applicability of the policy
2. Definitions: Key terms used throughout the policy including technical terminology and compliance-related definitions
3. Email Usage Guidelines: Basic rules for appropriate email use, including acceptable and prohibited uses
4. Security Requirements: Mandatory security controls and practices including password requirements, encryption standards, and access controls
5. User Responsibilities: Specific responsibilities of employees regarding email security and proper usage
6. Monitoring and Privacy: Organization's rights regarding email monitoring and user privacy expectations
7. Compliance and Enforcement: Consequences of non-compliance and enforcement procedures
1. Industry-Specific Requirements: Additional requirements based on specific industry regulations (HIPAA, GLBA, FERPA, etc.)
2. International Data Transfer: Rules and requirements for cross-border email communications and international data protection standards
3. Mobile Device Usage: Specific requirements for accessing corporate email on mobile devices
4. Third-Party Email Services: Guidelines for using external email services and cloud-based email solutions
1. Schedule A - Email Security Best Practices: Detailed guidelines for secure email usage including password management, attachment handling, and phishing prevention
2. Schedule B - Incident Response Procedures: Step-by-step guide for handling email security incidents and data breaches
3. Schedule C - Acceptable Use Examples: Specific examples of acceptable and unacceptable email use cases
4. Schedule D - Security Configuration Standards: Technical specifications for email security settings, encryption requirements, and system configurations
5. Schedule E - Training Requirements: Mandatory security awareness training requirements and frequency
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