Outlook Web Access (OWA) Usage Policy

E-MAIL POLICY
PURPOSE
To define the policy for the appropriate use of ARAMARK's electronic mail system ("e-mail") utilizing ARAMARK approved computer applications.

SCOPE
This policy applies to all ARAMARK e-mail users, both employees and non-employees.

RESPONSIBILITY
It is the responsibility of each end user to take all necessary steps to follow the policies outlined below when using E-mail, whether internally or externally (e.g., the Internet, private network). Violations of this policy may result in loss of use, disciplinary action, termination of employment or contract, and/or other serious consequences or penalties.

POLICY
Acceptable Use: E-mail is to be used primarily for business purposes. Any personal use must not interfere with normal business activities, must not involve chain letters or solicitations, must not be associated with any for-profit outside business activity, and must not potentially embarrass ARAMARK, damage ARAMARK's reputation, or tarnish its image. 

Content Precaution: E-mail users must treat e-mail messages as if they were written on ARAMARK letterhead. In addition, e-mails may not contain language, images or sounds that are harassing, intimidating, libelous, defamatory, discriminatory, or threaten physical harm. 

No Right to Privacy: The e-mail system and all messages sent or received by e-mail are the property of ARAMARK. ARAMARK reserves the right to access and disclose all messages sent or received using its e-mail system. ARAMARK, through its system administrators, supervisors, counsel, or auditors, may review the e-mail messages of end users for system maintenance and administration, as well as to determine security breaches, ARAMARK policy violation, or other unauthorized or illegal actions. ARAMARK may also disclose e-mail messages, without prior notice, to either the sender or recipient of such messages. End users should be aware that their deletion of a message might not automatically delete all copies of that message.


Broadcast Limitations:
All e-mail users must have management approval to use any distribution list for any business purpose. Other limitations on e-mail distribution may be established by ARAMARK from time to time. 

Individual e-mail mailboxes: E-mail users must not use a mailbox assigned to another individual to either send or receive messages.

Group (Non-Individual) e-mail mailboxes: An e-mail user must have authorization to use a group mailbox.

Security: E-mail messages (especially but not limited to those sent over the Internet) may potentially be accessed or viewed by unintended persons. E-mail users must use care when using e-mail to send or receive sensitive or confidential information. 

Retention: E-mail users are responsible for the maintenance of their mailboxes, saving needed messages and deleting unneeded messages. E-mail destruction/retention policies will be adopted and communicated from time to time.


INFORMATION SECURITY POLICY
PURPOSE 
To protect ARAMARK information and resources against deliberate or accidental corruption, disruption, or disclosure. 

SCOPE 
This policy applies to all users of ARAMARK resources, both employees and non-employees.

RESPONSIBILITY 
It is the responsibility of each user to follow the policies outlined below when using ARAMARK resources. Violations of this policy may result in loss of network access, disciplinary action, termination of employment or contract, and/or other serious consequences or penalties.


POLICY 
No Unauthorized Use or Activity:
ARAMARK prohibits unauthorized access, disclosure, duplication, modification, diversion, destruction, loss, misuse or theft of ARAMARK information, including but not limited to, trade secrets, sensitive information, and third party information entrusted to ARAMARK in confidence. 

Confidentiality: Users may not divulge trade secrets, proprietary trade secrets, personal information, either of ARAMARK or a third party which is ARAMARK?s confidential information or which has been entrusted to ARAMARK in confidence. 

User ID Sharing: Users are responsible for all activity performed with their user IDs. User IDs may not be used by anyone but the individuals to whom they have been issued. End users must not allow others to perform any activity with their user IDs. 

Access: Users are prohibited from sharing computer access, other than approved by management. Users are responsible for all access of computer information, either by themselves or by those with whom they share this information.

Password Protection: Except as approved by management, users must never post, share, or reveal their passwords to anyone. Exceptions may be made when a user initiates a request for password synchronization or reset that may not be technically accomplished by the user.

Reporting Security Breaches: All users are urged to report all suspected security breaches to the ARAMARK Service Center.

Network Connection: Users must not leave a local or remote connection to the ARAMARK network unattended. The use of screen password protection is strongly encouraged.


Computer Viruses: Users must not intentionally write, compile, copy, propagate, execute, or attempt to introduce any virus (i.e., any computer code designed to self-replicate, damage or otherwise hinder the performance of any computer?s memory, file system or software) onto any ARAMARK owned or operated computer system.

Anti-Virus Protection: The user is not permitted to remove any program or prevent any virus scanning of any ARAMARK owned or operated computer. Users are not permitted to remove any virus protection program for any ARAMARK owned or operated computer system or to prevent or interfere with the routine operation of virus scanning and/or virus removal.

Back up: Users must back up all information to a network or to appropriate media stored in a secure and protected environment.

Encryption: Only ARAMARK-approved encryption utilities may be used on ARAMARK information. Whenever encryption is used, materials to develop encryption keys as well as hard copy versions of keys must be secured when not in use.



INTERNET / INTRANET POLICY

PURPOSE 
To define the policy for the appropriate use of the Internet and ARAMARK Intranets and Extranets using ARAMARK approved computer applications. 

SCOPE 
This policy applies to all ARAMARK Internet and/or Intranet users (collectively Internet users), both employees and authorized non-employees. 

RESPONSIBILITY 
It is the responsibility of all computer Internet users to follow the guidelines outlined below on the use of the Internet and Intranet. As an ARAMARK Internet end user, professional conduct is expected at all times when using the Internet or ARAMARK Intranet. Violations of this policy may result in loss of use, disciplinary action, termination of employment or contract, and/or other serious consequences or penalties.



POLICY
Acceptable Use:
Internet access is to be used primarily for business purposes. Any personal use must not interfere with normal business activities, must not involve solicitations, must not be associated with any for-profit outside business activity, and must not potentially embarrass ARAMARK, damage ARAMARK?s reputation, or tarnish its image. 

Content Ownership: All content posted on the ARAMARK Intranet web page is the property of ARAMARK. Internet end users may not establish new web pages dealing with ARAMARK business or make changes to existing web pages without approval from management. Sponsors of web pages may not mention ARAMARK products or services without written permission from ARAMARK. 

Prohibited Content: The content of anything exchanged via Internet access (regardless of its state of encryption) shall be appropriate and consistent with company policy, subject to the same restrictions as any other correspondence. In addition, this content may not contain language, images, or sounds which are harassing, intimidating, libelous, defamatory, discriminatory, or which threaten physical harm. 

Confidential Content: Internet end users must be aware of the content of any information contained in data files or correspondence which they are transferring using Internet access. Users must NOT exchange information in unencrypted form that is proprietary or confidential. 

Personal Web Pages: An Internet user must not use ARAMARK?s name, logo or resources in the establishment of a personal web site. 

Government Regulations: Internet users must comply with state, federal and local laws and regulations governing the import and export of technology, software and data, encryption, and the transmission of personal data across state lines and international borders. 

Copyright Laws: Internet users must respect copyrights owned by others and to use copyrighted materials obtained through the Internet only as allowed by law or agreement.



OWA USAGE GUIDELINES
  • You must use extra caution to protect sensitive or confidential information when accessing e-mail through Outlook Web Access (OWA).
  • You must close the Internet browser window to end your OWA session to prevent unauthorized access to your e-mail.

    Saving E-Mail or E-Mail Attachments:
  • If you are using a PC that is accessible by non-ARAMARK users, by the public or in a public kiosk, you must delete all copies of e-mail or e-mail attachments from that PC (ex., delete items from Sent Mail). Also, you may not save e-mail or e-mail attachments to that PC.
  • If you are using a home PC or a client PC, you may save e-mail or e-mail attachments, but you must take the responsibility to ensure that those documents are secure as outlined in the policies above.

    Improving you response time in OWA:
  • Your response time in OWA is dependent on the speed of your PC's processor, the amount of e-mail you retain, and if connected via dial-up, your connection speed.
  • To help improve your response time, you should periodically delete messages that you no longer need from both your Inbox and Sent Items.
  • Once you have deleted messages that you no longer need, be sure to click on the "Empty Deleted Items Folder" icon within OWA.