Instant Messaging Rules: A Business Guide to Managing Policies, Security, and Legal Issues for Safe IM Communication

ISBN: 0814472532
EAN: 2147483647

Year: 2003
Pages: 241

Authors: Nancy Flynn

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Table of Contents
BackCover
Instant Messaging Rules - A Business Guide to Managing Policies, Security, and Legal Issues for Safe IM Communication
Part One: What Every Employer Needs to Know About Workplace Instant Messaging
Introduction: Why Instant Messaging Management?
Exactly What Is Instant Messaging? Business Struggles to Define Instant Messaging
Instant Messaging Rules Takes the Position That Instant Messaging Is a Form of E-Mail
Don t Get Left Behind by Tech-Savvy Employees
The Instant Message Jinni Is Out of the Bottle
A Note About the Real-Life E-Disaster Stories in This Book
A Best Practices Toolkit for Workplace Instant Messaging Usage
Recap and IM Action Plan
Chapter 1: Instant Messaging Is Used by Someone in Nearly Every U.S. Company
Instant Messaging Is Here - to Stay
Management Is Oblivious to Rogue - and Risky - Instant Messaging Use
Why Are So Many Employees Willing to Break Rules and Risk Termination (or Worse) for Instant Messaging?
Instant Messaging Delivers Speed - the Ability to Communicate Right Now, with Questions Asked and Answered in Real Time
Instant Messaging Matches E-Mail Feature by Feature - and Then Some
Instant Messaging Poses Significant Risks to Business
Recap and IM Action Plan
Chapter 2: Uncovering Unauthorized Instant Messaging Use in Your Office
Go High-Tech to Uncover Employees Unauthorized Instant Messaging Use
Conduct an Internal Audit to Determine How Widespread Instant Messaging Use Is
Maximize Employee Participation in the Instant Messaging Survey
Use Your Risk Assessment to Uncover - Then Fill - Pockets of Non-Use
Recap and IM Action Plan
Chapter 3: What s the Best Way to Manage Employees Instant Messaging Use?
Consider the Pros and Cons of Each Approach
Recap and IM Action Plan
Chapter 4: Establishing an E-Risk Management, Compliance, and Litigation Response Team
Recap and IM Action Plan
Chapter 5: Instant Messaging Pros and Cons
Ten Reasons Why Instant Messaging Belongs in Your Office
Ten Good Reasons to Steer Clear of Workplace Instant Messaging
Part Two: Instant Messaging and the Law - Why Every Employer Must Establish Rules and Policies
Chapter 6: Instant Messaging Creates Business Challenges and Legal Headaches
Electronic Business Record Retention Grows Increasingly Complex
Employers May Be Responsible for Employees Wrongs
Establish Instant Messaging Policy and Educate Employees to Help Limit Risks
Instant Messages Create Legal Evidence
Manage Electronic Evidence in Anticipation of Litigation
Recap and IM Action Plan
Chapter 7: Instant Messaging Compounds Confidentiality Concerns
Instant Messaging Belongs to the Employer, Not the Employee
Tips for Protecting Confidential Information in an Instant Messaging - Friendly Office
Chapter 8: Protecting Privacy in the Instant Messaging World: Prying Eyes May Be Reading Over Your Electronic Shoulder
Caution Employees to Guard Their Own Privacy, Too
Recap and IM Action Plan
Part Three: Establishing an Instant Messaging Policy
Chapter 9: Use Written Rules and Policies to Enforce Your Strategic Instant Messaging Management Plan
Let Employees Know How Much Personal IM Use Is Allowed
Employers Split on Personal Use
Determining the Personal Instant Messaging Policy That s Right for Your Organization
Recap and IM Action Plan
Part Four: Content Guidelines for Clean and Compliant Instant Messaging
Chapter 10: What Constitutes Appropriate (and Inappropriate) Instant Messaging Content?
Instant Messaging Content Must Be Monitored, Controlled, and Strategically Managed - Just Like E-Mail
Take Advantage of Software Tools to Control Instant Messaging Content
Instant Messaging Creates a Written Record That Can Be Used as Evidence - For or Against You
Give Employees Rules to Write By
Risks and Disasters Will Rise as Instant Messaging Use Increases
Why Worry About Instant Messaging Content?
Beware Hidden Readers
Would You Be Embarrassed If Management, the Media, or Mom Read Your Instant Messages?
Instant Messaging Creates New Evidence for an Old Claim: Sexual Harassment
Don t Take Chances with Content
Using Conversational Language
Communicating with Instant Messaging Shorthand
Smileys Have No Place in Business Communication
Recap and IM Action Plan
Part Five: Establishing an Instant Messaging Retention and Deletion Strategy
Chapter 11: Retaining Instant Messaging Business Records Is a Legal Necessity - and a Business Challenge
Struggling with Instant Messaging and E-Mail Business Record Retention? You Are Not Alone
Review Content Policies in Light of Retention Rules
Recap and IM Action Plan
Chapter 12: How to Manage Instant Messaging Business Record Retention
What Drives Electronic Records Retention?
How Long Should You Hold onto Old Messages?
Are You Confident of Your Ability to Manage E-Business Records?
Instant Messaging Risk Management Is Not Complete Until Dead Records Are Gone
Recap and IM Action Plan
Chapter 13: Instant Messaging Discovery: Locating Evidence - For or Against You
The Casual Nature of Instant Messaging Lulls Users into a False Sense of Security
Why Worry About Discovery?
What s the Best Way to Handle Discovery?
Recap and IM Action Plan
Chapter 14: Beware the Destruction of Instant Messaging Evidence
Destroy or Delete Electronic Evidence at Your Own Peril
Need More Proof That the Courts Take Spoliation Seriously?
Who Pays for Electronic Discovery?
Nowhere to Hide
Establish and Empower a Litigation Response Team
Recap and IM Action Plan
Part Six: Employee Education
Chapter 15: Training Is Essential to Instant Messaging Policy Compliance
Use Your Organization s Instant Messaging Rules and Policies as the Foundation for Training
First Rally the Support of Senior Executives and Managers
Tips for Training Senior Executives
Use Instant Messaging Survey Results to Sell Executives on the Merits of Your Instant Messaging Program
In the Battle for Instant Messaging Policy Compliance, Managers and Supervisors Lead the Charge
Tips for Training Managers and Supervisors
Recap and IM Action Plan
Chapter 16: Employee Compliance Is Key to Successful Instant Messaging Policy
Fifteen Tips for Effective Employee Training2
Ensure Instant Messaging Policy Compliance by Implementing a Program of Continuing Education
Recap and IM Action Plan
Part Seven: Regulatory Realities
Chapter 17: Instant Messaging Is Big on Wall Street
A Wake-Up Call for All Employers
Litigators and Investigators Dig Up Corporate Dirt Thanks to Instant Messaging
Install Technology to Facilitate Regulatory Compliance
Is Your Instant Messaging Technology Up to the Task?
Recap and IM Action Plan
Chapter 18: Regulated Firms Playing Catch-Up with E-Mail Retention
Regulators Keeping an Eye on Privacy, Too
Sarbanes-Oxley Holds Execs Personally Responsible for Data
Recap and IM Action Plan
Chapter 19: Instant Messaging Regulations Extend to Main Street, Too
Is Your Industry Governed by Instant Messaging Regulations?
Faculty Must Protect Student Privacy
Food and Drug Administration Expects Ready Instant Messaging Access
Health Care Providers Must Protect Patient Privacy
Recap and IM Action Plan
Part Eight: Appendices
Appendix A: Thirty-Two Instant Messaging Rules: Best Practices to Keep You in Business and out of Court
IM Rule 2: Take Control of Instant Messaging Risks Today, or Face Potentially Costly Consequences Tomorrow.
IM Rule 3: Assume That Your Employees Are Already Using Instant Messaging - Without Your Knowledge, Authorization, Rules, or Policies.
IM Rule 4: Originally Intended for Home Use, Instant Messaging Poses Significant Risk to Business Users.
IM Rule 5: Apply Instant Messaging Policy, Training, and Technology Solutions to User ID and Domain Name Challenges.
IM Rule 6: Unauthorized, Unrestricted Instant Messaging Use Is Simply Bad Practice.
IM Rule 7: Act Now to Uncover Unauthorized Instant Messaging Use.
IM Rule 8: Ignoring Instant Messaging May Cost You More Than Using It.
IM Rule 9: Don t Rush to Ban Instant Messaging.
IM Rule 10: Instant Messaging Productivity Concerns May Be Overblown.
IM Rule 11: Don t Rush to Standardize Instant Messaging.
IM Rule 12: Meet Your Employees in the Middle with Corporate Technology That Supports Personal Instant Messaging Tools.
IM Rule 13: Limit Instant Messaging Access to Employees with a Legitimate Business Need.
IM Rule 14: Don t Allow IT (or Legal, Records Management, or Human Resources) to Dictate Your Instant Messaging Management Solution. Work as a Team.
IM Rule 15: Instant Messaging Policy, Education, and Enforcement May Provide a Defense Against Vicarious Liability Claims.
IM Rule 16: Protect Your Organization s Assets, Secrets, and Future by Monitoring Instant Messaging.
IM Rule 17: Watch Your Language Confidential Information and Intellectual Property Can Leave Your System - Instantly.
IM Rule 18: Notify Employees That They Have No Reasonable Expectation of Privacy - Even When Using Personal Instant Messaging Software.
Rule 19: Use Instant Messaging Policy to Provide Clear Guidelines for Employees Personal Use.
IM Rule 20: The Easiest Way to Control Instant Messaging Risk Is to Control Written Content.
IM Rule 21: Instant Messaging Rules and Policies Should Guide Technology, Not Be Guided by It.
IM Rule 22: Instant Messaging Creates Business Records. Treat It Appropriately.
IM Rule 23: Retain Business Record Instant Messages According to Clear Rules and Written Policies.
IM Rule 24: Retain Only Business Record Instant Messages. Delete Messages That Are Personal or Lack Value as Business Records.
IM Rule 25: Be Strategic. Manage Instant Messaging with Litigation and Regulatory Investigations in Mind.
IM Rule 26: Beware: Destroying Instant Messaging Evidence After a Lawsuit Is Filed Is Illegal.
IM Rule 27: You Cannot Hide from Instant Messaging Discovery. Be Prepared.
IM Rule 28: Training, Training, and More Training.
IM Rule 29: Continuing Education Is Directly Linked to Successful Instant Messaging Risk Management.
IM Rule 30: As Wall Street s Use of Instant Messaging Grows, Regulatory Oversight Grows Right Along with It.
IM Rule 31: Install the Right Technology to Ensure Regulatory Compliance.
IM Rule 32: Instant Messaging Compliance Impacts a Broad Range of Industries, Not Just Wall Street.
Appendix B: Instant Messaging and E-Mail Policy Dos and Don ts
Don ts
Appendix C: Instant Messaging and E-Mail Code of Conduct
Unacceptable Instant Messaging and E-Mail Use
Appropriate Content
Personal Software Usage
Copyright Adherence
Privacy and Security
Harassment and Discrimination
Violations
Acknowledgment
Appendix D: Sample Instant Messaging and E-Mail Policies
Instant Messaging and E-Mail Policy 2
Appendix E: Sample Computer Network, Instant Messaging, and E-Mail Policy
Personal Responsibility
Term of Permitted Use
Purpose and Use
Netiquette Rules
Banned Activity
Confidential Information
Computer Equipment Dos Don ts
Privacy
Noncompliance
Acknowledgment
Appendix F: Sample Sexual Harassment and Discrimination Policy
Reporting Suspected Violations
Acknowledgment and Signature
Appendix G: Instant Messaging Vendors
Public Instant Messaging Networks
GatewayInstant Messaging Management Products
Enterprise Instant Messaging Vendors
Archiving and Records Management
Policy-Based Content Security Software
Appendix H: Glossary of Instant Messaging, E-Mail, Legal, Regulatory, and Technical Terms
Appendix I: Recommended Reading
Notes
Chapter 1
Chapter 2
Chapter 3
Chapter 4
Chapter 5
Chapter 6
Chapter 7
Chapter 8
Chapter 9
Chapter 10
Chapter 11
Chapter 12
Chapter 13
Chapter 14
Chapter 15
Chapter 16
Chapter 17
Chapter 18
Chapter 19
Appendix A
Appendix H
Index
Index_B
Index_C
Index_D
Index_E
Index_F
Index_G
Index_H
Index_I
Index_J
Index_K
Index_L
Index_M
Index_N
Index_O
Index_P
Index_Q
Index_R
Index_S
Index_T
Index_U
Index_V
Index_W
Index_X
Index_Y
Index_Z
List of Sidebars