sample policies

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Computer Use
Although you want your employees to make the best possible use
of computers, e-mail and the Internet, you must ensure that your
system’s operation and security are not compromised. You also want
policies and procedures that will minimize the potential for employee
abuse of these powerful tools, whether it involves merely wasting
time or engaging in harmful, unethical or even illegal activities.
What’s at Issue
Your computer, e-mail and Internet policies should cover the following basic areas:
❒ Ownership. Clearly state who owns the hardware and software used in the
workplace. In addition to information in employee handbooks, put your basic e-mail
policy statement on screen so that it appears each time the employee logs on. At the end
of the statement add a reminder that by proceeding to use the system, employees are
giving consent to having their messages monitored.
Example: “This computer network, including all data files and applications, is the property
of ABC Corporation. All materials and information created, transmitted or stored on this system
are the property of ABC and may be accessed by authorized personnel. This system is for
business, not personal, use. Users should not have any expectation of privacy with respect to the
materials and information stored on the system.”
❒ Legal restrictions. Employees must follow all state and federal laws directly or
indirectly relating to computer use. Your company could get into legal trouble if
employees violated copyright laws or downloaded pirated software. If they sent abusing
or harassing e-mail, an offended coworker might sue your company for sexual
harassment. Plus, your company could be liable if you allowed someone who is a
minor to access pornography over the Internet.
❒ Monitoring. Make sure your firm reserves the right to view employees’ e-mail or
otherwise monitor system usage. Remind employees that e-mail files, even those that
have been deleted, are archived and backed up, and that visits to Internet sites are
logged. Try to eliminate any expectation of privacy an employee might have. Reason:
Many employers give employees a specific computer and allow them to create their
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