Some Suggested Terms of an Employer Policy on Email and Internet
Use
Policy
Employer is committed to providing an environment that encourages the
use of computers and electronic information as essential tools to
support Employer's business. It is the responsibility of each employee
to ensure that this technology is used for proper business purposes and
in a manner that does not compromise the confidentiality of proprietary
or other sensitive information. This policy supplements, and should be
read in conjunction with, Employer's policies regarding 'Corporate
Communications;' 'Confidentiality;' and 'Use of the Company's
Communications Systems.'
Coverage
All users of Employer's computer systems.
[Internal] Email Procedures
All email correspondence is the property of Employer.
- Employee email communications are not considered private despite any
such designation either by the sender or the recipient.
- Employer reserves the right to monitor its email system - including
an employee's mailbox - at its discretion in the ordinary course of
business. Please note that in certain situations, Employer may be
compelled to access and disclose messages sent over its email
system.
- The existence of passwords and "message delete" functions do not
restrict or eliminate Employer's ability or right to access electronic
communications.
- Employees shall not share an email password, provide email access to
an unauthorized user, or access another user's email box without
authorization.
- Offensive, demeaning, or disruptive messages are prohibited. This
includes, but is not limited to, messages that are inconsistent with
Employer's policies concerning 'Equal Employment Opportunity,' and
'Sexual Harassment and Other Unlawful Harassment.'
- Any employee who violates this policy shall be subject to
discipline, up to and including discharge.
Internet Procedures
- Employer's network, including its connection to the Internet, is to
be used for business-related purposes only and not for personal use (or
primarily for business-related purposes). Any unauthorized use of the
Internet is strictly prohibited. Unauthorized use includes, but is not
limited to: connecting, posting, or downloading pornographic material;
engaging in computer "hacking" and other related activities; attempting
to disable or compromise the security of information contained on
Employer's computers (or otherwise using Employer's computers for
personal use).
- Internet messages should be treated as nonconfidential. Anything
sent through the Internet passes through a number of different computer
systems, all with different levels of security. The confidentiality of
messages may be compromised at any point along the way, unless the
messages are encrypted.
- Because postings placed on the Internet may display Employer's
address, make certain before posting information on the Internet that
the information reflects the standards and policies of Employer. Under
no circumstances shall information of a confidential, sensitive, or
otherwise proprietary nature be placed on the Internet.
Excerpted from Dichter and Burkhardt, Electronic Interaction in the
Workplace: Monitoring, Retrieving, and Storing Employee
Communications.
Wisconsin Lawyer
