Use your written policies and employee training program to
Require employees to sign and date policies, acknowledging that instant message, e-mail, and other paper and electronic business records are the organization’s property.
Use IM and e-mail policies and education programs to explain that the theft of proprietary or confidential information may result in termination and could be punishable in criminal or civil
Use your written IM policy to establish the fact that employees have no reasonable expectation of privacy when it comes to IM.
Advise employees to guard their own privacy (and the privacy of their family and
Regardless of which approach you take to IM management— banning it entirely, installing one authorized enterprise system, or using gateway technology to support your
When it comes to employees’ IM use, there simply is no way to guarantee a completely risk-free workplace. You can, however, limit liability by developing and implementing comprehensive rules and policies that address personal use, content, monitoring, compliance, retention, deletion, and other key issues.
Instant messaging policies may not be required by law, but they
While the laws and regulations
IM Rule # 19: Use instant messaging policy to provide clear guidelines for employees’ personal use.
Employee use of IM for personal communications raises two significant concerns:
: When writing a personal instant message to a buddy, an employee might be tempted to disregard your organization’s IM content and language rules and send a message that contains an off-
If that personal message were to trigger litigation (a sexual
Personal information may be retained, unwittingly, along with business records. The result: Employees are embarrassed, and the organization possibly damaged when a personal instant message is found with business records.
Scenario : In a personal instant message to a spouse, an employee discusses private or sensitive information about a child’s behavioral problems, the couple’s pending bankruptcy, or a family member’s arrest for driving under the influence of alcohol— confidential information intended for the reader’s eyes only.
Web Content Management: A Collaborative Approach
The e-Policy Handbook: Rules and Best Practices to Safely Manage Your Company's E-Mail, Blogs, Social Networking, and Other Electronic Communication Tools
E-Mail Rules: A Business Guide to Managing Policies, Security, and Legal Issues for E-Mail and Digital Communication
Blog Rules: A Business Guide to Managing Policy, Public Relations, and Legal Issues