This Rules/Policy document is provided to you and your organization as a starting point or maturity checkpoint for existing rules/policies. It is brought to you on behalf of Jim McConnell, Principal Owner, and Ask McConnell, LLC — A Converged Security Services Provider. The content is not meant to cover every circumstance, industry, law, regulation, contractual requirement, threat, environment, or risk, but it provides an easy, defendable, highly accountable starting point for any organization. Please consult with your legal counsel and insurance provider about added requirements. If you know of peers that you think would find value in these resources, please have them contact us. These will be updated on our website regularly. We are not legally protecting these documents; we just ask for credit, shout-outs, and referrals if you find them helpful. If you have recommended updates, we are all ears. And if you need Converged Security Consulting and Training, please reach out, we would be honored to serve you and your organization.
Jim McConnell | info@askmcconnell.com | askmcconnell.com
Email Security Policy
Updated: 25 March 2025
Protecting human lives is the highest requirement of our entire organization, whether they are employees, customers, volunteers, visitors, or part of our supply chain while under some nexus to our organization. Many times things we do online will impact people’s lives physically, financially, and emotionally.
- I will report security concerns, vulnerabilities, and threats to my supervisor or the organization’s Ethics Hotline as soon as discovered. If they are not available and I feel unsafe, I will contact law enforcement.
- I will not access my personal email from organization computers.
- I will not forward non-public information from company email, systems, or computers to unauthorized email addresses, including personal email addresses.
- I will review all external emails to visually verify (without opening) whether they are spam or phishing, report them to the organization’s email administrator, and then delete them.
- I will not disable any email security, monitoring, or malware prevention tools on any organization technology.
- If I am the email administrator, I will make sure the following minimum email security standards are implemented at the highest security configuration the organization can support: DMARC, DKIM, SPF, BIMI, RFC 2142, SMTP and email service logging, along with spam, link, and attachment scanning for malware and data loss prevention.
- I will delete and retain emails and backups of emails in accordance with the organization’s records retention rules.
- I will follow all Legal-provided rules on Attorney–Client Privilege (ACP) communications through email.
- I will encrypt all emails and attachments based on their classification, recipient requirements (e.g., customer contract requirements), or other legal requirements.
- I will use standard email signatures and notices on all organization emails, whether sent from a computer or mobile phone.
Signature Note: I am a huge fan of wet signatures on these types of documents for accountability and investigation reasons. You can add the signature lines below to each rule/policy document, or have a collective wet signature with references in the Security Commitment Agreement document available on the One-Pager library page. Organizational preference.
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Print Full Legal Name
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(Blue Ink) Full Legal Signature
Style of signature must closely match Driver’s License
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Date
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