Purpose

The purpose of this policy is to ensure the proper use of internet, Email & Communications, so that all employs of SSMC are aware of what is deemed as acceptable vs. unacceptable use.
The Internet facility is primarily for business use. Employees of SSMC are permitted to use the Internet for occasional and reasonable personal use, subject to the terms in this policy.
Occasional and reasonable personal use of the Internet is a benefit and not an entitlement. This benefit may be withdrawn at any time, for either a specific individual or for all employees of the SSMC organization.
All reasonable Internet use for business purposes is permitted, provided that you can justify the purpose.
Email is primarily for business use.
Communication facilities such as fax, Internet, email, fixed line, mobile phone are provided to the SSMC employees for business use purposes.

Description

This document represents the SSMC’s IT Policy on usage of Email, Internet and other communication methodologies used for business Introduction The Internet provides unprecedented opportunities for interaction and data sharing among vendors, clients and researchers. However, the advantages provided by the Internet come with a significantly greater element of risk to the confidentiality and integrity of information. This policy sets out clear rules for the use of SSMC company’s e-mail, internet and communication facilities.

Policy

Use of the Internet/World Wide Web/Email

Information from the Internet

One of the main benefits of the internet is the access to large amounts of information which is often more up-to-date than traditional sources. However the internet is uncontrolled and some information may be less accurate than it may appear. In order to safe guard against the use of such material all company reports which rely on information obtained from the web must reference the site from which the information was obtained.

Private Use

Use of the internet for private purposes is allowed provided with the following:

It does not interfere with the individual’s work responsibility
It does not interfere with the efficient running of the company’s SSMC IT networks
Is in keeping with government IT policies and guidelines
Does not contravene any company policies and procedures
Employees must not download, install or use unauthorized and unlicensed software on SSMC’s assets.
Employees must not download, store or display (other than authorized and lawful work or research) any obscene or indecent images, data or material or any data capable of being resolved into obscene or indecent images or materials.
Employees must not create, download, transmit or display material which is designed or intended to annoy, harass, bully, inconvenience or cause needless anxiety to others.
Employees must not use SSMC’s internet access to conduct private or freelance work for the purpose of commercial gain.
Employees must not create, download or transmit data or material which is designed for the purpose of corrupting or destroying other user's data, computer installation or network.
Employees must not use other employee's logins to access the internet.
Employees must not download, install or use any software or routines for entertainment purposes such as but not limited to streaming video, audio or gaming.
Employees must not post comments on social network sites, discussion forums, blogs, etc... Which contain any patient identifiable information, personal criticism of other staff, names of other staff without their permission, criticism of the organization, statements by or on behalf of the organization, comments that may bring the organization into disrepute.
Employees shall report any weakness in computer or network security or any incidents of possible misuse or violation of this policy to the Helpdesk.

Content Filtering and blocked features

Some websites and contents will be blocked by SSMC and they won’t be available for use. This list will be created further to discussion with the management team. Use of networking websites with malicious and Immoral content are strictly forbidden.

Copyright Laws

The copyright act gives the same protection to digital and electronic publications as it does to printed books and other forms of publication. Similarly copyright exists over software, which should not be downloaded without prior approval of the SSMCIT Manager and the appropriate license (see above). Staff have an explicit responsibility to ensure that copyright and licensing laws are not breached when downloading any information from the internet.

Use of Emails

Email facilitates legitimate company communications both internally and externally. The laws of copy right, and Data Protection apply equally to email as to other forms of written communication. The following restrictions apply to all company email :

Email Content

Employees must use SSMC Email facilities for business. Use of Web based or online email is disallowed for transmitting business documents.
Employees must not send nuisance emails, chain letters, obscene, harassing, offensive, embedded games or other unwelcome emails.
Employees must not use SSMC email facilities for conducting personal business.
Employees must not indulge in Spamming or Phishing activities.
Employees must not Use unauthorized e-mail software to connect to SSMC Email Servers.
Employees shall refrain from sending emails with large attachments or sending to multiple users without proper authorization.
Employees must not exchange Confidential and/or sensitive information (e.g., credit card, medical records, and passwords) using email. The only acceptable way to transmit such information electronically is to attach the information as a password-protected and/or encrypted file; never type the information in the body of the email; and never send a password or decryption key in the same email. Unless the file is encrypted or password-protected, it can be compromised
Must not be lewd, defamatory, obscene, or offensive messages.
Must not be defamatory &/or inappropriate advice concerning the company. Its business or its associates
Must not Contain information which is in any way illegal, discriminatory or fraudulent.
Must not be used for Patient information:-Under no circumstances may emails contain patient information or information that can violate current secrecy laws regarding patient information.

Legal Weighting

Emails are used as evidence in legal proceedings e.g. employment tribunals, & contract disputes.
Consider the impact of the email message, especially when dealing with delicate and sensitive topics which may have legal ramifications or bring Global into disrepute. Do not include in an email anything which you are unable to justify later.
A phone call may be a better way of discussing a complex or confidential matter rather than risk poorly composed messages. For instance abrupt, inappropriate and unthinking use of language can be interpreted as a bullying tone and give possible offence to others even if this was not intended.

Email Size Restrictions in SSMC

Maximum size for e-mails transmitted in the system is 15 MB.
Mailbox sizes are decided by the individual business areas, though the mail administrators have final approval. The recommended mailbox size limits are:
40 GB Standard warning level, 50GB Standard maximum mailbox size. (When the mailbox exceeds this size, the user may no longer send e-mails)
Special mailbox quota may be needed for some users depending on the mature of their work. This will be allocated to them by the SSMC IT Manager.

Attachments

Due to the constant threat of virulent e-mail worms, the antivirus programs on the e-mail servers are adjusted to remove all attached files with the following file suffixes: bat, cmd, com, exe, jar, js, jvs, pif, scr, vbs (any changes will be notified)

Personal Use

Personal email use is permitted subject to the following:

As a convenience to SSMC Employees, incidental use of Information Resources is permitted. The following restrictions apply:
- Its use does not interfere with the efficient conduct of the company’s business or the individual’s work performance.
- No files or documents may be sent or received that may cause legal action against, or embarrassment to, SSMC.
- Emails complies to SSMC standards in terms of size and content
- The content and purpose does not contravene copyright or other third party rights, contain or spread defamatory, offensive or harassing messages, political extremism, or in any other way behave in an illegal or fraudulent manner.
- All emails sent via company property are treated as company email and subject therefore to the monitoring arrangements in place to safeguard the company and IT systems.
- Company email address shall not be used for forwarding non-business forwards. Forwarding non business emails to SSMC users using company email address is strictly prohibited.

Monitoring

In order to ensure compliance with this policy, the company also reserves the right to use monitoring software in order to check upon the usage of SSMC resources and facilities. Such monitoring is for legitimate purposes fully auditable.

The monitoring of e-mail is or internet usage follows strict guidelines which are identified in the Monitoring Procedures. SSMC respect's an employee's privacy and autonomy in business communications; however, in certain circumstances it may sometimes be necessary to access and record an employee's business communications for the SSMC business purposes which include the following:

Providing evidence of business transactions.
Ensuring that the SSMC business procedures, policies and contracts are adhered to.
Complying with any legal obligations.
Training and monitoring standards of service.
Preventing or detecting unauthorized use of the SSMC communication systems or criminal activities.
Maintaining the effective operation of the SSMC communication systems.
Mail messages are not personal and private. Managers, supervisors, and technical staff may access an employee’s e-mail in accordance with the department security policy for reasonable business purposes, including but not limited to
A legitimate business purpose (e.g., the need to access information when an employee is absent)
To diagnose and resolve technical problems involving system hardware, software, or communications; and/or
To investigate possible misuse of e-mail when a reasonable suspicion of abuse exists or in conjunction with an approved investigation.

Protection against computer virus + “forwards”

All e-mails that are transmitted through SSMC network are scanned for viruses. Employees may not use SSMC network to download software unless they comply with established procedures for checking computer viruses.
Nor is it permitted to use SSMC email system to transmit “funny” movies or programs that are frequent at Christmas and Easter as many of them spread Trojan horses and computer viruses. To make it clear, it is not permitted to use company email system to forward greeting cards, videos, jokes etc.
Protection against unwanted e-mail and non-authorized e-mail senders: SSMC may block undesirable e-mail communication from senders who spread unwanted advertising, defamatory, offensive or harassing messages and political extremism or in any other way behave in an illegal or fraudulent manner.

Disciplinary sanctions

Abuse of the email facility will result in disciplinary action in accordance with the staff discipline Policy.

Security

Users must take all reasonable precautions, including safeguarding and changing passwords, to prevent the use of their e-mail account by unauthorized individuals.

Abbreviations

SSMC-DKP: SmartSalem Medical Centre Dubai Knowledge Park

SSMC-IMC: SmartSalem Medical Centre Index Mall

SSMC-CW: SmartSalem Medical Centre City Walk

SSMC-HQ: SmartSalem Head Quarter