1.   Policy objectives

The purpose of this policy is to ensure that employees of MBST and its associates are aware of their rights and responsibilities and take steps to reasonably ensure that their actions:

• Protects personal privacy;
• Does not breach applicable laws ;
• Are conducted in a professional manner; and,
• Does not adversely affect MBST’s commercial interests.

2.   Scope

This policy will apply to all users of MBST technologies and equipment including:

• MBST employees
• MBST associates
• Independent contractors and consultants

Collectively hereafter referred to as “MBST personnel”.

This policy addresses electronic communications with both internal and external parties.

3.   Guidelines

MBST encourages and authorises MBST personnel to utilise the technologies available on MBST Information Technology Systems appropriate to their respective needs.

This policy is designed to set standards with regards to communications with:

• MBST personnel;
• Outside parties to MBST.

All electronic communications which relate to MBST’s services and offerings must comply with MBST’s advertising and marketing guidelines.

4.   Respect

At MBST, we are committed to communicating both good and bad news quickly, in advance if possible, even if the full impact of the decision or message may not be clear.

• All communication must be truthful and ethical.

Communicating on a “need to know” basis, avoiding controversial issues or delaying communication “until all details are clear” is contrary to this policy.

Information provided to any one person should also be provided simultaneously to all others involved or likely to be interested.

5.   System and Data Security

The following rules must be adhered to.

• Password confidentiality must be maintained.
• All executable files must be virus checked and logged before introduction to MBST systems.
• Do not access or send material that is prohibited, specifically but not limited to pornographic, defamatory, or harassing materials.
• Respect copyright and intellectual property rights.

6.   Electronic Communications

Written or electronic messages should be supplemented by face-to-face or telephonic communication where feasible.

Electronic communication includes but is not limited to:

• Email
• Internet pages
• File transfer
• Discussion lists
• Social networking sites
• Data of all kinds

Serious, wilful or neglectful abuse or misuse of the technology or equipment will result in warnings or disciplinary proceedings and may result in dismissal.

7.   Ownership   

MBST retains ownership of the content of any messages and data sent from, received by, or stored in or upon the company’s computer regardless of the form and/or content of these message and data.

MBST reserves the right to:

• Electronic mail is subject to the same records retention rules that apply to other documents and must be retained in accordance with MBST records management procedures. The responsibility for retention falls on the author not the recipients of the message.   Recipients may delete such received messages when their use has been fulfilled.

8.   Internet access

Personal use of social networking or internet chat is not permitted during work hours.

9.   Use of email

All use, personal and business, must be appropriate and lawful.

Emails are MBST correspondence and the corporate standards and records management requirements, practices and procedures applying to such correspondence also applies to emails and any attachments. These records need to be retained for record-keeping purposes.

• All emails must contain MBST’s standard confidentiality clause.
• All emails should at least be acknowledged within one working day.
• Personal email usage is to be kept to a minimum.

Employees should ensure that when they will not be able to access their emails for more than 24 hours an appropriate “Out of Office” message is applied to incoming mail.

10.       External Communications

• All MBST documents must contain a document classification.
• All MBST communications must be spell-checked.

11.       Internal Communications

Mischievous communications, including starting or spreading rumours, will not be tolerated at MBST. Workplace rumours should be addressed with effective communication as soon as is practicable.

12.       Confidential Information

MBST employees or associates must not make unauthorised disclosures of confidential information or use it for purposes other than those for which it was disclosed, except as required by law. Requirements imposed by a Confidentiality Agreement with a client or other person, must be adhered to.

Where confidential information is to be provided to another party, MBST employees must ensure that measures are in place to maintain the confidentiality of that information.

13.       Policy Review

This Policy will be reviewed regularly by MBST management to reflect current legislative and regulatory requirements, and community expectations.

14.       Contact Details
For further information regarding this policy please contact MBST.