Question

Directions
Prepare an intra-office memorandum on the use of the Internet for sending and receiving electronic communications (emails) and documents. Please use the same template from Week 2's memorandum activity. Your memorandum should be at least one page, contain proper spelling and grammar, and address the following points:

Issues of confidentiality

What can be sent and what cannot be sent via Internet

What is the best way to send information via the Internet

What should someone do if they mistakenly sent confidential information to the wrong person via email?

Answer 1

Intra-Office Memorandum

Date: 05/16/2018

To: Mr. Mathew Hardy, Chief Communication Officer

From: Mr. Samuel Johnson, Chief Technology Officer

Subject: Use of Internet as a medium for sending official e-mails and documents.

In accordance with the instruction from your good self regarding framing of guidelines for using Internet as a medium of communication, I suggest the following:

Information that can be sent over Internet:

All official correspondences may be sent to outsiders or even insiders through Internet from only the official e-mail Id’s of the employees. Emails regarding company product or service or any response to customer complaints can be sent via Internet. Customer or prospect or supplier follow-ups may be done via e-mail sent over Internet. Meetings or appointments may be set over e-mails. Purchase Orders may be electronically sent to suppliers for procurement of any material. Every e-mail should have a “Disclaimer” at the end claiming that the e-mail is intended for the particular recipient only and if anybody else receives it by mistake cannot sue the company for any reason and he/she should immediately delete it.

Information that cannot be sent over Internet:

No personal correspondence should be done though official e-mails of the employees. No confidential information of the company should be disclosed in these e-mails. This may include any new product design or talks of a new product launch, or any agreement signed with a new supplier or the prices quoted by different suppliers in response to Requests for Quotations and others. Confidential financial information of the company should also not be sent via e-mails over Internet. Further, employees should avoid using personal e-mail Id’s for official correspondences.

I look forward toward your kind approval to come out with a small handbook containing the above guidelines of Internet usage (as a medium of communication) in a structured manner.

Thank you.

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