EBS IT Solutions | Back to Knowledge Base | Home
Needed: A Company Policy on Internet Use

You want your employees to work independently, to feel and be trusted. Yet you do not want to be taken advantage of, to have large amounts of time wasted. You don’t want, and can’t afford, to have offensive activity occurring. The Internet is an addictive attraction that helps us with personnel business, keeps us up to date, and entertains in a myriad of ways. It is easy to get sucked in. Email, while an invaluable business tool, also has its time wasting addictive side.
I once had a salesman who thought it was acceptable to monitor his eBay bids all through the work day, another person liked to use her work computer during business hours to check her personal MSN e-mail, do her online banking and do a steady stream of shopping.
As a small business owner or manager, your first line of defense is to let your employees clearly know the rules. You need a written company policy that covers computer and Internet use. [1]

Put the Policy in Writing
Every company that uses computers — from the smallest to the largest — should have a written policy on computer and Internet use. “You should have your employees sign your computing policy on their first day of work. This way, they know that you mean business and that the computers and Internet access lines are intended to further the company's goals.” [1] It is important to make a case for policy in terms of benefits, in terms of increased productivity and safety and reduced concerns about internal fraud and other liability risks. Note that “if you don't give notice at all, you could be forced to explain why in a lawsuit.”[2]

Consider Monitoring 
If you suspect a problem what do you do? Consultant Kim Komando recommends “First, talk to them and send e-mail reminders. Tell employees that they are there to work, not to shop or to tend to their personal business”. She also suggests possibly setting up “a ‘snooping’ program.” These applications can keep logs of web sites visited and record all activity. [1]

Writer Monte Enbysk makes an excellent point in this regard, suggesting that you: “Be respectful of employee needs and time. If your company is one where employees work a lot of hours in the office and significant overtime, expect them to be doing some personal business ... A certain amount of employee ‘undertime’ — … to compensate for heavier workloads and more stress — should be allowed if the employee is discreet and otherwise efficient.” [2]

A policy requiring employees to keep their Internet history for at least 14 days and a periodic check of sites visited may be a reasonable approach to at least monitor for issues.

What the Courts Say
“Courts have given employers wide discretion in watching what happens on their computers” per Komando. Rulings have upheld the reading of e-mail by employers, as long as it is sent on company-owned machines. Be sure that you have your written policy in place. If you have any doubts, check with your lawyer.  [1]

  Policy Content Tips 

  • Cover internet browsing, email, instant messaging and machine use

  •  Layout what is reasonable and what is not for your firm

  •  State that there is no expectation of privacy for email, instant messaging or web site history

  •  If desired, set policy for keeping Internet history records

  • You might tell employees: “Never send an e-mail or instant message at work that you wouldn't be afraid to read the next day on the front page of a newspaper . ... Likewise, don't visit Web sites at work.. ..you'd mind seeing posted, next to your name, in a public forum.” [2]

HELP: For help with computer use policies or monitoring programs and other IT issues, give us a call or email EBS and we will be glad to be of assistance: 713.522.3480

Sources:
[1]Why You Need a Company Policy on Internet Use
By Kim Komando, http://www.microsoft.com/smallbusiness/resources/management/
employee_relations/why_you_need_a_company_policy_on_internet_use.mspx#END
[2]Should You Monitor Your Employees' Web Use?
By Monte Enbysk
 http://www.microsoft.com/smallbusiness/resources/management/
employee_relations/should_you_monitor_your_employees_web_use.mspx#bio1
Security Checklist [3]
The following security checklist published by Microsoft [3] , is fairly basic, but it covers the key points in a very clear way.  You can visit the site for more detail on each point. 
"1. Protect Your Desktops and Laptops
If you are serious about security, there are three things you must do: 1) keep your software up to date; 2) protect against viruses, and 3) set up a firewall.
2. Keep Your Data Safe
Implementing a regular backup procedure is a simple way to safeguard critical business data. Setting permissions and using encryption will also help.
3. Use the Internet Safely
Unscrupulous Web sites, as well as pop-ups and animations, can be dangerous.
4. Set rules about internet usage to protect your business — and your employees.
5. Protect Your Network
Remote access to your network may be a business necessity, but it is also a security risk you need to closely monitor. Use strong passwords and be especially cautious about wireless networks.
6. Protect Your Servers
Your servers are your network's command center. If they become compromised, your entire network is at risk. To protect your business, protect your servers.
7. Secure Your Line of Business Applications Make sure that software critical to your business operations is fully secure around the clock. Internal and external vulnerabilities can lead to lost productivity — or worse.
8. Manage Desktops and Laptops from the Server
Without stringent administrative procedures in place, the security measures you take to safeguard your business may be unintentionally jeopardized by users. "

 

 [3]Small Business Computer Security Checklist
http://www.microsoft.com/smallbusiness/
support/checklist/default.mspx

 

For professional, cost effective help with your computer and network issues - Windows, Linux, Exchange, VPN, security, email, backup - all of your systems needs; please give us a call or email

3311 Richmond Ave. Suite 317
Houston TX 77098
Toll Free: 800.524.9095
Tel: 713.522.3480
Fax: 713.524.0871
contactus@ebsit.com
www.ebsit.com