Do You Know What Your Employees Are Doing Online?
If You Don’t, You’re At Risk!

The Internet and e-mail have become indispensible tools for business, but many companies are finding employees are using these tools as much or more for personal activities than job-related tasks. In fact, many business owners have recognized that unrestricted use of the Internet by employees has the potential to drain, rather than enhance productivity and, at worst, can even have dire legal consequences.

To reduce the risk and minimize non-productive activities, business owners are utilizing a two pronged approach: (1) Implementing an Internet Acceptable Use Policy (IAUP) and (2) installing a monitoring system to restrict and police employees’ online activities.

An AUP is nothing more than a written agreement that sets out the permissible workplace uses of the Internet and e-mail. In addition to describing permissible uses, an AUP should specifically set out prohibited uses, rules of online behavior, and access privileges with penalties for violations of the policy spelled out, including security violations and vandalism of the system.

Some common rules that should be included with most AUPs are:

1. All sensitive or confidential data must be encrypted before sending across the web. For example, many doctors’ offices use instant messaging (IM) to communicate from the front desk to the back office. However, many don’t realize that this is a violation of HIPAA because IM is not a secure way to transmit information about a patient or their health conditions.

2. A restriction on sharing confidential information about the company, its clients or the people working there. With social media as popular as it is, you don’t want an employee writing all about the latest company scandal on their MySpace page; it’s just not good for business!

3. Prohibition against visiting web sites that contain pornography, racism, sexism, gambling, or e-mail with any such content sent from your business. Remember, even “innocent” jokes with racist content can leave a huge black mark on your company’s reputation.

4. Absolutely no downloading of music files or other programs that are not approved by management. “Innocent” screen saver programs and jokes often contain nasty viruses that could bring down your entire system or invite a hacker into your network.your business. Remember, even “innocent” jokes with racist content can leave a huge black mark on your company’s reputation.