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Dear ladies and gentlemen,

I would like to take this opportunity to thank each of you for taking time out of his/her busy work schedule to attend this important meeting. Indeed, this procedural email acts as a reminder for all of you about the key components of our company’s policy regarding the use of emails and text messages. I hope you are aware that it is a security risk to probe into the company’s management’s emails and text messages, which are not intended for your course of action. In this regard, no employee is allowed to hack into the company’s communication equipment, with the malice of interfering with each other’s emails and text messages. This is not allowed to happen in this company.

I. To this end, it is a matter of great concern that some employees have raised complaints that their email messages have been lost or encrypted to a format that is not readable. This is not only a security threat, but it is also an issue of interfering with personal privacy since certain pieces of information are so private that they should not be made public to other people.

II. As a result of increasing complaints on the employee emails and text message, appropriate monitoring tools have been put in place by the IT department.

Under the new email and text messaging monitoring approach, the IT department will analyze the content of messages sent to each employee to avoid issues of insecurity and threats. In order to avoid more problems on this, employees are encouraged to send and receive only emails and text messages regarding the company’s business. Moreover, the employees are highly discouraged from using the company’s equipment to send harassing massages, if one is found to be contravening this policy, then a warning letter or a thirty-day suspension without pay will be taken against him/her. In addition, misuse of the company’s system to send personal email messages is discouraged, and going against this attracts a penalty of 5% deduction on the employees monthly salary. Finally, any question should be posted on our Human Resources Management weekly review bulletin, and be directed to the Human Resources Director.

Thank you once more for your time.

Best regards

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