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.
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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
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
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
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