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In the 1980s I worked for the IT division of a large federal contractor. We were early adopters of email technology. Nowadays we can’t imagine what we would do without email, but in the 1980s email was just getting started. Employers were trying to understand how it fit into the workplace, and employees were learning how to utilize its capabilities.
Oliver North taught us an interesting lesson in 1986 when he deleted over 5000 emails during the Iran-Contra affair. We learned that deleted emails aren’t really deleted when the FBI retrieved them from the system’s backup tapes. Since those days employees have learned other lessons about emails and the use of the internet on the job.
Your employees may perceive that they have an expectation of a right to privacy in their emails and on their workplace computer. In order for you, as an employer, to protect your own interests, you should have a policy in your employee handbook regarding your employees’ use of email and the internet. Employers do have a right to protect their company’s security, ensure that employees are using their work time effectively, and that company assets are being utilized in a cost effective manner.
Be clear with your employees regarding your expectations. The statistics we hear about employee personal use of internet and email vary, but are staggering. What they do tell us is that the internet offers an alluring distraction to employees during the workday, wasting employee’s productive time, corporate dollars, and valuable bandwidth. We also know that many employee emails are personal and/or frivolous. On the other hand, if employees during their lunch hour can make a quick purchase for their child’s birthday, put a book on hold at the library, or email their spouse in Iraq, all without leaving their desk, perhaps that improves their morale and retains a good employee? Therefore, it’s important that your policy state clearly what your expectations are regarding employee use of email and the internet.
Technology is available that will do the monitoring for you. Establish a policy on retaining email messages and the history of employees internet usage. Remind your employees that emails, and any other items on their company computers, are the property of the company, that you have the right to monitor their computer and emails, and that they do not have a right to expect privacy on their company computer.
A newer problem is now arising due to the ability for employees to illegally download music from the internet. Your policy may want to include prohibiting Limewire, Morphus, and other types of peer-to-peer software. The streaming of music and video from the internet utilizes valuable bandwidth, and many company policies advise that employees not utilize company computers in this manner either.
Occasionally an employer calls us wondering what to do about an employee who is using the internet at work to surf porn sites. Situations such as this need to be dealt with immediately, as it has the potential of creating liability under laws prohibiting sexual harassment or hostile work environments. Companies with the means and know-how should have their IT departments block access to inappropriate websites. At the least, all companies should have a sexual harassment policy in place. In your policy on internet use, prohibit access to sexually explicit websites and make it clear that any employee accessing such websites will be in violation of the company’s sexual harassment guidelines and will be subject to disciplinary action.
Back in the 1980s we were very excited about the advances we were making in the workplace with the advent of the PC and email. The technology today is changing so fast it is hard for our policies to keep up with it. Those of us responsible for the human resource functions need to continually review our policies to be sure we are staying abreast of the rapid advancements and challenges that technology brings.
Julie Tappero is the president/owner of West Sound Workforce, a full-service staffing company located in Poulsbo and Gig Harbor. West Sound Workforce can be reached at (360) 394-1882 or www.westsoundworkforce.com Advice in this article should not be construed as legal advice.
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