Electronic Communications Systems

 Electronic communications systems- Electronic communications is the reception, transmission, and processing of information between various locations using electronic circuits.
Purpose StatementThe policy statement aims to give a definitive direction on the exploits of communication through the channels and the approaches employed. The policy is executed and structured on 18 U.S.C 25 (12) presets.
Policy – Body of Policy 
ResponsibilitiesAll employees are supposed to understand and agree to: This agreement, the terms, and the exceptions are inclusive.Be ready to exploit their responsibilities electronically.Meet the minimum hardware and software attributes (as explained below).Give consent to receive
 communications electronically unless allowed to withdraw.
Forms: List the appropriate forms applicable to the policyThe forms applicable to this policy include:   Agreements and disclosures.   The organizational notices and Privacy Policies.Information concerning the services and legal requirements of the communications process (Lyerly, 2022).Notices that may explain the communication process’s expected (or realized) errors.I noticed inquiries regarding the communicational transactions permitted by the organization. All employees must: Have a working smartphone, tablet, smartwatch, or computer capable of receiving and sending communication information from
 the organization.   The devices named above must have access to the internet through a wireless operator.The organization recommends that all employees should have devices upgraded to the latest android and IOS operating systems. The subsequent modules and versions will only be permitted on applicability (Netshakhuma et al., 2022).The employees must have a functional and active email associated with the organization. To keep track of these changes, the electronic communications drive may be reviewed periodically to account for the following: Check on the consenting to receive electronic communications.Update the requirements that necessitate effective access to communication.
 In case of any questions, kindly constant the organization management.
Policy StatementThe focus of this electronic communication policy is to provide employees with a clear guideline for using the electronic communication system within the company. The policy addresses all types of electronic communication, including electronic mail, voicemail, telephone use, internet access, instant messaging, facsimile, and social media. The policy intends to maximize the benefit that employees and the company derive from communication procedures. It protects the organization and its workers from liabilities due to improper use of communication channels. Communication competency is widely recognized as a valuable asset for all employees (Andersson, 2019). Electronic communication is highly encouraged by the company because it enhances communication. However,
 employees must adhere to the communication guidelines outlined by the policy. First and foremost, workers must recognize that electronic communication equipment provided to facilitate business function is the company’s property. Consequently, all information transmitted, generated, or stored in electronic equipment is considered the organization’s property. Therefore, an attempt to violate communication policy will attract disciplinary action, which may constitute contract termination. Every employee in the organization is expected to read and understand this electronic communication policy. All workers must adhere to the guidelines of this policy and know that they have assumed responsibility for understanding the content of the policy and cannot evoke ignorance when found to violate the policy. Every employee must follow this guideline, and using the electronic communication system in the company
 indicates the acceptance of the requirements outlined in this policy. Scope   The organization’s electronic communication system is solely for business purposes. Therefore, all employees are prohibited from using the system for personal amusement or business. The use of the system should never create the impression of misuse or unauthorized use. Workers who demonstrate misappropriation of communication resources are likely to face disciplinary actions. However, infrequent or accidental use of the electronic communication system for personal issues is allowed at the company’s discretion. However, every employee using the system for non-work purposes must remember that all information is stored in the system and belongs to the company, not private data. However, once workers have permission to use the system for non-work purposes, they shall not violate this policy and its
 requirements. All communication transmitted through the company’s electronic communication devices should be treated like any other official communication. Any message that a worker sends as a company representative should be identifiable and attributable to the organization. Additionally, all forms of communication, messages, and information stored in the system should be formal and comply with the requirements of this policy. Guidelines   Proper use guidelines prohibit employees from engaging in a wide range of inappropriate electronic communication system use. Expressly, workers are strictly prohibited from doing the following: Use the electronic communication equipment to access, distribute, store or upload illegal, discriminatory, offensive, or sexually explicit information or materials that affect the performance of other employees.
 Utilizing the system to conduct illegal activities and support non-work- related causes, sports, and advertisements. Supporting or commenting and giving opinions on online platforms on behalf of the company without prior permission. Personal views should never be represented as organizational views.Harassing or sending threatening messages to other workers or people outside the organization using the company’s electronic communication system. According to Tye-Williams et al. (2020), global research describes workplace harassment as a systemic problem that needs to be addressed from an institutional perspective. Therefore, this policy seeks to prevent harassment and any form of bullying by expressively prohibiting it in the organization.Sharing or making private company
 information public without permission. Sharing confidential information is prohibited among employees or parties outside the company. Playing electronic video games, monitoring sports performance, and gambling. The company reserves the right to monitor, access, and intercept all communication shared or stored within the electronic communication system without informing or seeking permission from employees. Employees should expect their communication to be investigated without notice if there are allegations of unauthorized use of the system. Individuals using the communication system are expected to keep passwords private and not share them with unauthorized personnel. However, employees should note that password-protected communications are still accessible to third parties who are not
 part of the communication. Therefore employees’ discretion is advised when communicating across electronic gadgets. Employees are prohibited from sending copyrighted materials without permission. From a legal and business perspective, copyright protection laws prohibit and vigorously protect file sharing (Hergueux & Jemielniak, 2019). Additionally, an employee cannot install software whose license is unpaid. It is the responsibility of the software user to ensure that the license fee is paid before installing software on the computer. Additionally, all employees must immediately report unlicensed software installed on their computers. Also, software paid for by the company should not be distributed to third parties unless the developer permits it in the license agreement. Workers are prohibited from encrypting or password-protecting files contained in the company’s electronic communication system. All passwords must
 be submitted to the company since the organization reserves the right to override all passwords used by any individual in the company. It is the responsibility of employees to report all security threats, warnings, alerts, and suspected security vulnerabilities to the head of ICT. Additionally, such security issues should not be forwarded to other employees of parties outside the company. Also, employees should not attempt to breach the security of communication systems by intruding on viruses or tampering with the system. Employees are expected to backup important information contained in electronic mail. Workers should back up data that contains evidence of decision-making or transaction for future reference. Employees should report the violation of communication guidelines outlined in this policy. Notably, offensive, disturbing, or harassment in communication should be
 immediately reported to the human resource department.
Signature of Corporate OfficerDate of Signature
Printed Name of Reviewer             Review and Approval Date Signature Box     (Date)Note: This is where the administration reviews the policy/procedure at its various stages of development before publication and before Final Signatory Authority. Who will sign off and approve at the various stages?
References – Specific laws applicable to the Policy or the ProcedureAct, F. P. Electronic Communications Privacy Act of 1986, Title I, 18 USC § 2510- 22, p. 787 Fair Housing Act, p. 182   Federal Wiretap Act, Title. Terrorism,
 745, 411.   Andersson, R. (2019). Employee communication responsibility: its antecedents and implications for strategic communication management. International Journal of Strategic Communication, 13(1), 60-75. Hergueux, J., & Jemielniak, D. (2019).   Should digital files be considered a commons? Copyright infringement in the eyes of lawyers. The Information Society, 35(4), 198-215. Lyerly, E. (2022). Did the court dismiss the pre‐assault Title IX claim?. Student Affairs Today, 24(10), 8-8. Netshakhuma, N. S. (2022). Impact of Electronic Communications and Transactions Act, No. 25 of 2002 Provision 27 in South Africa Education on Emerging Technologies. In Handbook of Research on Global Education and the Impact of Institutional Policies on Educational
 Technologies (pp. 226-242). IGI Global. Tye-Williams, S., Carbo, J., D’Cruz, P., Hollis, L. P., Keashly, L., Mattice, C., & Tracy, S. J. (2020). Exploring workplace bullying from diverse perspectives: A Journal of Applied Communication Research forum. Journal of Applied Communication   Research, 48(6), 637-653.
File and Pathname inserted in the bottom for easy access to most current revision – See Example on the Bottom of the PageTypically located in the “footer” of the policy
Page numbers   See the Example on the Bottom of the PageTypically located in the “footer” of the policy   e.g., 1-2, or 1-5

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