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Email Security Policy

Email Security Policy Template for Malaysia

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Key Requirements PROMPT example:

Email Security Policy

"I need an Email Security Policy for my fintech startup that operates in Malaysia, with specific focus on protecting customer financial data and ensuring compliance with PDPA requirements. The policy should include strong provisions for remote work security as 80% of our workforce is remote."

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Document background
In today's digital business environment, organizations face increasing cyber threats and regulatory requirements regarding electronic communications. The Email Security Policy serves as a crucial document for establishing comprehensive guidelines to protect sensitive information transmitted via email systems while ensuring compliance with Malaysian legislation, including the Personal Data Protection Act 2010 and the Computer Crimes Act 1997. This policy document is essential for organizations operating in Malaysia that need to maintain secure email communications, protect against data breaches, and demonstrate regulatory compliance. It provides detailed guidance on email usage, security protocols, user responsibilities, and incident response procedures, while addressing specific requirements of Malaysian law and business practices.
Suggested Sections

1. Purpose and Scope: Defines the objective of the policy and its applicability to employees, contractors, and systems

2. Policy Statement: Overall statement of the organization's position on email security and commitment to protecting information

3. Definitions: Clear definitions of technical terms, roles, and concepts used throughout the policy

4. Roles and Responsibilities: Defines responsibilities of IT staff, employees, managers, and other stakeholders

5. Email Usage Guidelines: Basic rules for appropriate email use, including business communication standards

6. Security Requirements: Mandatory security controls including authentication, encryption, and access controls

7. Data Classification: Guidelines for classifying email content and handling requirements for each classification

8. Incident Reporting: Procedures for reporting security incidents, breaches, and suspicious activities

9. Compliance and Monitoring: Details on compliance monitoring, auditing, and consequences of policy violations

10. Policy Review and Updates: Process for regular policy review and update procedures

Optional Sections

1. Remote Access Security: Additional security requirements for accessing email systems remotely

2. Mobile Device Usage: Specific requirements for email access on mobile devices and BYOD scenarios

3. Third-Party Access: Guidelines for providing email access to contractors and external parties

4. International Data Transfer: Requirements for handling emails containing data transferred internationally

5. Email Retention: Specific retention periods and archiving requirements if not covered in a separate policy

6. Email Encryption Requirements: Detailed encryption standards and procedures if organization requires extensive use

7. Legal Hold Procedures: Procedures for preserving emails in case of litigation or investigations

Suggested Schedules

1. Appendix A: Technical Configuration Standards: Detailed technical requirements for email clients, servers, and security settings

2. Appendix B: Acceptable Use Examples: Examples of acceptable and unacceptable email usage

3. Appendix C: Incident Response Forms: Standard forms for reporting email security incidents

4. Appendix D: User Agreement Form: Acknowledgment form for employees to sign accepting the policy

5. Appendix E: Email Security Checklist: Checklist for ensuring compliance with security requirements

6. Appendix F: Contact Information: List of relevant contacts for security incidents and support

7. Appendix G: Compliance Requirements: Detailed compliance requirements from relevant Malaysian legislation

Authors

Alex Denne

Head of Growth (Open Source Law) @ tiktok³ÉÈË°æ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co
Relevant legal definitions

































Clauses


























Relevant Industries

Financial Services

Healthcare

Technology

Manufacturing

Retail

Professional Services

Government

Education

Telecommunications

Energy

Transportation

Construction

Media and Entertainment

Non-profit Organizations

Legal Services

Relevant Teams

Information Technology

Information Security

Compliance

Legal

Human Resources

Risk Management

Operations

Executive Leadership

Administrative Support

Internal Audit

Data Protection

Relevant Roles

Chief Information Security Officer

IT Director

Security Manager

Compliance Officer

IT Administrator

Network Engineer

Security Analyst

Risk Manager

Data Protection Officer

HR Manager

Department Manager

Executive Officer

General Counsel

Systems Administrator

Help Desk Specialist

Employee

Contractor

Industries







Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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