COMMUNICATION
& TOOLS WE USE

+ GENERAL POLICY

The following policy has been set out to cover the use and security of Company computer equipment, information services, network resources, e-mail services and Internet access (Company systems). It is designed to ensure our computer and Company resources are not abused or compromised and that computer and Company service is not negatively impacted. This policy applies to all Company staff and contractors.

We would like to maintain a cordial environment where self-growth and learning of the technology is encouraged. However, any actions in violation of this policy, may lead to disciplinary action. If you are unsure about any aspects or interpretation of this policy, please contact Andy Haberman.

General Use – All computer equipment, information services, network resources, e-mail services and Internet access are provided and maintained in order to facilitate Company business. Therefore, all work, information, messages composed, sent, received, and/or stored on these Company systems/equipment are property of the Company. Personal Use Extremely Limited – These systems are to be used by employees in conducting Company business and are not for employee’s personal use. Possible personal Internet use may be considered and approved by the Company Management Team on a case-by-case basis. Any approved personal Internet use can only be done on non-company time (breaks and lunch) and cannot interrupt computer service to others or create potential damage to the systems, the Company or our clients and business partners. The systems are not for personal business use or use by persons other than our employees and contractors. Improper or unapproved personal use of the Company systems will not be tolerated and subjects the user to disciplinary action.

Privacy Not Guaranteed – The Company reserves the right to access an employee’s computer systems actions, Internet activity and e-mail messages at any time. The Company may monitor and/or has a stored record of all in-bound and out-bound Internet and e-mail activity. The existence of a password on Company systems is not intended to indicate that messages and activity will remain private, and passwords must be made known to the Company Management Team by all employees. When using systems, e-mail and Internet services, as provided by the Company, you agree to the Company monitoring of all your Internet, e-mail and systems information/communications.

Erasure Not Reliable – Employees should be aware that even when a message or activity has been erased/deleted, it still may be possible to retrieve it from a backup system. Therefore, employees should not rely on the erasure of messages to assume a message has remained private.

Systems Access – Company systems messages/information are to be accessed only by the intended recipient. However, the Company reserves the right to access messages and activity on Company systems at any time. Any attempt by persons other than the above to access messages/information on Company systems will constitute a serious violation of company policy.

Harassment and Discrimination – Message/information on the Company systems are subject to the same policies regarding harassment and discrimination as are any other workplace communications. Offensive, harassing or discriminatory content in such message/information will not be tolerated.

Computer/Equipment Configurations – Do not install any software or hardware without first notifying the Management Team. Do not change the configuration settings on shared equipment. This upsets the use for others. Please ask Andy Haberman or Mike Roldan for assistance.

Security – Every employee, staff member, contractor, and user is required and responsible to ensure the proper protection and safeguarding of the Company systems and the information contained or created on those systems. Any suspicious activity, actions or information is to be reported immediately to the Management Team. Employees/contractors may not look for security holes in the Company systems or at other sites/systems. Employees/contractors may not try to access or circulate private or confidential materials for which they are not authorized. Employees/contractors may not willfully disrupt computer or Internet service here or at any other site. Always “Quit” your Internet browser when you are not on the Internet.

Licenses and Copyrights – Everyone must adhere to software license agreements and respect copyrights on Internet and software materials. Responsibility – Computer security is everyone’s responsibility. Keep your passwords confidential and change them regularly (at least every 120 days). Always immediately quit your Internet session when you are finished. Also remember to logout of your terminal or Telnet session(s) when you are away from your desk.

Usage Costs – There are costs associated with computer use such as file storage costs and printing costs. Please be aware of the cost burden and be economical. Unnecessary use costs are not acceptable.

Explicit Materials – Accessing, viewing, downloading or circulating any materials that are offensive to other staff is not acceptable or allowed. Do not use, manipulate or store this type of material on Company systems. Violators are subject to disciplinary action, up to, and including, dismissal.

+ EXPECTATIONS

Access to the Internet, Intranet, electronic messaging, and other computer or network based services is provided for business-related use. When using systems at the Company or anywhere on behalf of the Company, it is important to remember that you are a representative of the Company and your conduct can have a direct impact on it.

As a representative of the Company, you are expected to use these services in a manner that:

• Effectively uses systems resource (i.e., Use FTP rather than e-mail to transfer large files, don’t leave Internet or application connections up while away from your system, etc.). Usage levels for services not directly supporting Company business will not be allowed to rise to an extent that impedes the Company’s ability to conduct business appropriately or respond to business needs expeditiously.

• Protects against unauthorized use (i.e., Don’t share passwords or read another user’s mail). Use passwords to protect your accounts. Change passwords periodically (every 120 days). Log out or quit from your system or applications when away from your desk for extended periods. The display or printing of any kind of sexually explicit image or document on any Company system is a violation of Company policy on sexual harassment and is grounds for dismissal. The Company reserves the right to explicitly block access to any site it determines unacceptable.

• Is consistent with Howard Hartry, Inc./Marine Wholesale & Warehouse Co.’s employment and confidentiality requirements Transmission of proprietary Company data using insecure services such as Internet e-mail requires approval by your supervisor prior to transmission. Non-Disclosure Agreements are required for all outside parties before the disclosure of Company confidential or proprietary information. Contact your supervisor or the Company Management Team for additional information or guidance.

• Honors third-party copyrights and other intellectual property rights Much of the software and other material available on the Internet requires payment to the author. Please read all copyright notices and handle such materials in accordance with the requirements contained in the copyright notice.

• Does not violate any applicable laws and regulations (domestic and international) The Company’s network, Intranet and Internet systems must not be used to violate any applicable laws or regulations. Any questions regarding legality should be discussed with your supervisors and/or the Company Management Team.

• Protects against computer worms, viruses, etc. A competent individual using approved virus protection software prior to use or transfer should scan all files downloaded from the Internet.

• Protects against monetary loss. While data encryption techniques are sometimes used on the Internet, most Internet traffic remains unencrypted. It is, therefore, considered unsafe to transmit account numbers, credit card numbers, etc. over the Internet unless special precautions are observed.

+ E-MAIL POLICY

The Company’s policy on the use of e-mail is detailed below:

1. The Company’s e-mail system is for use by employees for business purposes only.
2. E-mail communications should not be considered to be private or confidential. Even messages designated as “private” and the use of passwords cannot guarantee privacy.
3. The e-mail system is a Company resource, and as such, the Company reserves the right to inspect, monitor, record or delete any communications. While only authorized personnel will take these actions when circumstances warrant, employees should not have any privacy expectations in their e-mail communications.
4. The systems and communications may be subject to subpoena or other legal process. Employees should not communicate anything on e-mail that they would not want read by anyone other than the addressed recipients.
5. The Company’s e-mail system allows employees to send and receive communications over the Internet and, therefore, other external systems. Employees should be aware that the security of messages sent over the Internet cannot be guaranteed, and therefore no Company confidential or proprietary information should be sent via e-mail over the Internet. In addition, Internet messages sent from the Company’s e-mail system are identified as being from Howard Hartry, Inc./Marine Wholesale & Warehouse Co., and therefore nothing should be communicated over the Internet that you would not want attributed to the Company. You may not use your account, or access someone else’s, to pretend you are someone else. Also, do not forward chain letters as they cause a cascading effect that will negatively affect resources. Non-Company employees should not have access to the Company messaging network. Exceptions will be reviewed and authorization granted as deemed necessary by the Management Team.

+ IMPROPER USE OF E-MAIL

The information below describes improper use or misuse of the Company messaging network. Examples of misuse include (but are not limited to):


1. Any activity that is unprofessional, unethical or illegal;

2. Harassment or defamation of other employees or third parties;

3. The unauthorized distribution of copyrighted materials;

4. Communication of any Company confidential information without proper authorization;

5. Actions to further any non-Company business activities;

6. Usage beyond occasional non-business use.
7. Employees who misuse the system may be subject to disciplinary action, including the termination of their employment.

+ NINE RULES OF E-MAIL

The Nine “Rules” of e-mail as compiled by the Company are provided below. Use these guidelines to make more effective use of our e-mail system. For Cost Savings:


1. Keep file sizes to a minimum.

2. Do not include electronic signatures or company logos. Note: Attached documents, logo’s, scanned electronic signature and graphics add a great deal of size to e-mail messages causing significant delays across the entire network, especially if distribution lists are used. Please only send these when necessary. An e-mail message without attachments can be just as effective.

3. Delete unnecessary attachments and other mail when forwarding and replying.

4. Large files should not be sent using e-mail. Warning: Messages that exceed 3 MB in size will be automatically returned to the sender by the e-mail system.

For quicker response:


1. Check your mail regularly and reply promptly.

2. Describe your subject accurately. Send and copy mail to relevant parties only.

3. Use priority flags only for critical or urgent mail. Do not use return receipt. Simply ask for acknowledgment.

For system performance:


1. Back-up and delete old mail to avoid overloading the system. Note: Regularly review your messages and delete any messages or files that are not absolutely necessary to keep (especially in the “Inbox” and “Sent Mail” folders), except in those cases where you are instructed by management to preserve messages or files. Create appropriate folders for retention or important messages (i.e., Company Policy). 

2. Avoid computer viruses. Without your knowledge, receiving attachments over the e-mail network can easily spread viruses. Do not open any e-mails or attachments from unknown senders.

No remote connectivity will be allowed.

+ ENFORCEMENT OF THE POLICY

The Company considers any violation of this policy a serious offense. Electronic messages or any other data and software residing on Company systems are not private, and the Company reserves the right to copy and/or inspect any data and software on Company systems. The Company may track Internet usage (e.g., file transfers, connectivity and web site communications), e-mail activity and application use. In addition you will be held responsible for the consequences of any violation of this policy, which may include individual and personal liability for any damage award, as well as responsibility for any crime you may commit while using these types of services, even while using them via access provided by the Company. Lack of knowledge about such violations may not be a valid defense in these instances.