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Various
statutory provisions require e-mail compliance: Section
171 of the Companies Act 61 of 1973 requires companies
to state the names and surnames of directors and their
nationality, "trade catalogue, trade circular or
business letter bearing the company's name, irrespective
of whether it is in electronic or any other format".
Section 59(1)(c) requires every company to "have its
name and registration number mentioned in legible
characters in all notices and other official
publications of the company, including notices or other
official publications in electronic format". Failure to
include the required corporate information in business
e-mails is a punishable offence.
Notwithstanding the legal compliance required from
business e-mails, as stated above, the use of e-mail may
result in significant legal risk, liability and harm to
a business' reputation.
Privacy Policies would always maintain a controlled
channel of communication and would set defined policies
for different e-mails send by different ends to
different outsiders.
Such policies are required to have a track of complete
information about all individuals through which
communication is being done within and outside the EO.
The information being send in the transactions, who is
sending the mails and to whom it is being send, in which
format and with which reference. Whether the mails are
suitable for the EO or whether they are going to produce
some harm for the Organization.
All such things need to be tracked and formulated in
form of a policy so that easy monitoring and control
could be done. |
