Best Employment Practices for Employee Technology Use Policies
- Have a policy in the first place. Write it in plain English and define any technical terms so even the most technohobic employee can understand them.
- Emphasize that the company owns and controls all technological tools: desktops, laptops, PDAs, software, internet access, and even "thumb drives" and other storage media if you issue them to your workers.
- Make sure employees understand that (1) you have the right and the technological ability to monitor their e-mail and internet access, and (2) none of their electronic activity is private, including e-mail and voice mail.
- Forbid non-work related use of company technology, but make reasonable allowances for employees' incidental personal use of e-mail or internet access to handle family matters.
- Forbid without qualification any use of company technology for gambling, pornography, or any other illegal or unethical activities, including copyright infringement.
- Provide that copyrighted material may not be placed on the system without the author's permission. Allow users to download copyrighted material only in compliance with copyright laws.
- Forbid transmission or downloading of material that is threatening, obscene, disruptive or sexually explicit, or that could be construed as libel, slander, threats of bodily harm, or harassment or disparagement of others based on their race, national origin, sex, sexual orientation, age, disability, religion, or political beliefs.
- Forbid instant messaging. Many regulated industries need to keep a record of all communications, but most IM software does not allow for message retention.
- Forbid using technology to transmit confidential information about your business without proper encryption or other security measures.
- Cross-reference your information management policy and urge employees to familiarize themselves with retention periods that apply to the kinds of information they create or receive. Emphasize that it is not in the company's best interests to keep information forever, or to dispose of information that it should have kept.
- Identify an IT or HR contact for employees to call with questions.
- Make sure new hires and exiting hires understand the policy and acknowledge it in writing.