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ELECTRONIC MAIL (E-MAIL) POLICY              Jacobs Email Policy
This Policy applies to all full-time, part time, and temporary employees of the Company and its affiliates worldwide, to persons employed by temporary employment agencies and to all third-party contractors with access to and utilizing the Company's electronic mail system.

The Company provides as part of its technology platform an electronic mail (e-mail) system for use by employees and other authorized persons in order to enhance the timeliness, quality, and performance of their work. As such, the e-mail system should be used in a professional, business appropriate manner for work related projects only. For the purposes of this policy, e-mail refers to both electronic and printed versions of an e-mail message.

All computers provided by the Company and the data stored on them are and remain at all times the property of the Company. For the purposes of this policy, the term computers includes but is not limited to desktop computers, laptop computers, personal communication devices (PCDs), and mobile phones with messaging capabilities. As such, all e-mail messages, whether stored, composed, sent, or received on these devices also remain the property of the Company, regardless of whether the e-mail was sent over a Company internal network or some other medium such as the internet.

An employee's use of the Company e-mail system constitutes the employee's acknowledgment of the Company's right to access, and a waiver of the employee's privacy interest, if any, all messages, data, or files on Company-owned or provided computers and other devices. While the Company does not monitor e-mail messages as a routine practice, the Company reserves the right to access and disclose the contents of e-mail for any business purpose. Therefore, e-mail should not be considered private nor should you expect it to be.

Electronic messages should be limited to the conduct of Company business and/or Company-sponsored activities. E-mail may not be used for any other activities such as, but not limited to:

  • Non-Company related or sponsored fund raising or other political or charitable activities (examples of Company sponsored activities: United Way, Jacobs Good Government Fund)
  • Advertising or mass marketing activities
  • Any activity or purpose that is in conflict with any Company Policy or Procedure
  • Chain letters or forwarding of mass e-mails
  • Day trading or other personal investing activity

Other considerations when using e-mail include but are not limited to:

  • Company-sensitive information should not be routed through public networks, such as the Internet
  • Altering or copying a message or attachment originating from another user requires the originator's permission

Employees learning of any misuse of the e-mail system or violations of this Policy shall first notify their supervisor who will, in turn notify their local Human Resources Manager or their Regional Legal Counsel. /P>

Company employees who participate in inappropriate and/or unauthorized use of the e-mail system or are otherwise in violation of this Policy shall be subject to discipline as appropriate under the circumstances up to and including termination.

E-mail should not contain any content that may be demeaning, offensive, or disruptive to others. Material that may be demeaning, offensive, or disruptive includes, but is not limited to:
  • Religious comments or images
  • Sexual comments or images
  • Racial slurs
  • Comments that would offend someone on the basis of his or her gender, age, sexual orientation, religious beliefs, national origin, or disability
  • Vulgarities, obscenities, sarcasm or exaggeration

The following items pertain to e-mail retention and storage:

  • The system will automatically delete e-mail older than 90 days that reside in personal account folders. These folders include inbox, deleted items, and sent items. Tasks, notes, journals, contacts and calendars in Personal account folders and all Public Folders are excluded from auto deletion.
  • Business Record e-mail that needs to be retained for longer than 90 days shall be archived in one of the approved business record repositories. See the "Guidelines for Employee Use of E-Mail" section for definition and example of a Business Record.
  • Local Operations will develop written procedures for archiving Business Record e-mail which can be verifiable during department audit.
  • Archiving of non-business record e-mail is prohibited. Non-business record e-mail shall not be stored in any format longer than 90 days.
  • The use of personal storage (e.g. .pst files) for off-line storage is prohibited. However, synchronization of mailbox folders for off-line usage (e.g. .ost files) is acceptable if done in accordance with this policy.
  • E-mail shall not be stored on non-Jacobs equipment including but not limited to internal / external hard drives, personal computers, cell phones (PCDs, Blackberries, etc.).
  • E-mail shall not be stored on removable media, including but not limited to CDs, DVDs, USB drives, thumb drives and memory cards. However, this does not preclude backing up of e-mail for disaster recovery purposes by the IT department or overall archiving per the Company records retention policy.
  • POP3/IMAP protocols for e-mail retrieval is acceptable only for devices that do not create a PST file and that adhere to the retention requirements of this policy. Examples of these devices include PDAs and mobile phones.
  • Do not forward e-mail to an external e-mail account (e.g. Yahoo, Hotmail, etc) to circumvent this Policy.