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Regulating employee email, Internet and software usage isn't a big brother tactic, it's smart business. Employee use of company computer resources, including email, the Internet, and computer software can open any organization to electronic risks. Statistics show over 27% of Fortune 500 companies have defended themselves against claims of sexual harassment stemming from inappropriate email and/or Internet use.
An "E-Policy" that is well-written and effectively communicated to all employees is one of the best ways for employers to protect themselves from workplace lawsuits and other risks associated with the inappropriate use of corporate computer systems including email, software and Internet usage. Such a policy should clearly spell out a company's expected standard of electronic behavior, along with privacy and monitoring policies.
To prevent E-Risk at your company you should:
- Establish a comprehensive written company E-Policy that deals with employee use of email, the Internet, and software.
- Address ownership issues and privacy expectations. Make sure employees know that the contents of their email systems belong to the company and not to the individual user. Make sure employees understand that management has the right to monitor and read any employee's email at any time.
- Communicate the fact that the organization's email and Internet systems are to be used strictly as business communication tools. Provide guidance on what is or is not a business communication.
- Add an overview of your company's sexual harassment policy to the E-Policy and make sure every employee understands that offensive or harassing comments are inappropriate, even in the form of emailed "jokes" and are not to be tolerated.
- Review your written policies with every employee and have everyone, even long-term employees who may been hired after the establishment of your E-Policy, sign and date copies of each policy to confirm they have read and understand each document.
- Make employees aware of their e-risks, e-rights, e-responsibilities, and the repercussions they will face for violating email, Internet, and software usage policies. Stress the fact that E-Policy violators face disciplinary action which may include termination. Let employees know you mean business by enforcing your E-Policy consistently.
While a workplace can never be 100% insulated from electronic risks, a written E-Policy coupled with a comprehensive employee education program can help companies control E-Risks, insulate themselves from many workplace claims, increase productivity and protect workplace assets.
For a sample E-Policy, see pages 8-61 and 8-62 of our Employment Law Manual for Wisconsin Employers.
For more information regarding e-policies, privacy, sexual harassment, training programs and publications, please call (414) 423-1330 or e-mail Krukowski & Costello's educational services department.
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