Neiman Marcus 2009 Annual Report Download - page 497

APPROPRIATE USE
E-mail, phone calls, voicemail and the Internet must be used responsibly and are intended for business purposes only. Under no
circumstances may e-mail, phone calls, voicemail or the Internet be used for any illegal, immoral, or unethical purpose, or for any
communication of an obscene, discriminatory, harassing or otherwise inappropriate nature that potentially harms the Company's
reputation, or the reputation of its associates. The Company retains the sole right and discretion to determine whether or not
associates are using these methods of communication properly.
Associates must not post confidential, proprietary, inappropriate or sensitive Company information on the Internet. This prohibition
includes the posting or transmission of any identifiable information about the Company or its associates, and includes locations such
as websites, newsrooms, chat rooms, blogs, and other similar locations. Associates are further prohibited from developing or
establishing websites or web pages using the Company's name, images, or trademarks without proper authorization from the Legal
Department.
NO EXPECTATION OF PRIVACY
All of the data, documents and messages transmitted or stored on or through Company equipment is deemed Company property.
Accordingly, the Company reserves the right to control and review all data created, transmitted, received or maintained thereon.
Associates shall have no expectation of privacy in the use of e-mail, telephone, voicemail, computer, or the Internet when using
Company equipment and/or resources.
In order to promote the safety of employees and company visitors, as well as the security of its facilities, NMG may conduct video
surveillance of any portion of its premises at any time, the only exception being private areas of restrooms and dressing rooms. Video
cameras will be positioned in appropriate places within and around Company facilities and used in order to help promote the safety
and security of people and property. By remaining employed with the Company, associates give their consent to such video
surveillance at any time the Company may elect.
CREATION AND RETENTION OF MESSAGES
Because e-mail and voicemail messages are not private and may be subject to interception by third parties, it is critical to compose
them as carefully and professionally as one would with any formal written communication.
Sensitive Information should not be sent by e-mail outside of the NMG internal e-mail system. If business requirements dictate that
Sensitive Information must be exchanged, and no other exchange method is reasonably possible, this Information must be encrypted
according to IS Department Standards. Payment card primary account numbers must always be encrypted according to IS Department
Standards if they are sent by e-mail, whether internal or external to the NMG e-mail system.
It is critical to retain messages only as long as necessary. Generally, voicemail messages should be deleted immediately after listening
to them, and e-mail messages should be deleted within 120 days following delivery or receipt. Records that need to be maintained for
longer than 120 days should be saved in a format other than e-mail and maintained in accordance with the Company's record retention
policy. E-mail over 120 days old will be automatically deleted. Advance notice will be communicated through Lotus Notes prior to
automatic deletion.
17