The results were released last week by Hertfordshire-based
computer forensic consultants DataSec. Respondents were asked about
their experience, knowledge and opinions in relation to use of
e-mail and internet at work. Their answers showed that, while
employers may have policies in place to regulate the use of work
e-mail and internet facilities, often called communications
policies, many employees did not know about them.
In fact, only half of the respondents were aware that their
company had a policy in place relating to internet and e-mail and
42% of respondents were either unaware or did not think that their
employer was exposed to risks by allowing access to staff.
Adrian Reid, Managing Director at DataSec said:
"Legal risks for employers exist, including
potential actions against them from their own staff. This may occur
if a company fails to take adequate measures to prevent harassment
by email for example. There appears, however, to be a gulf between
policy makers and their staff, with 66% of employees receiving no
guidance or training on the issues"
David Hoey, an employment lawyer with OUT-LAW.COM, said:
“If implementing a communications policy,
you should notify all employees by memo or circular that there will
be a change of their contract terms and employees should
acknowledge their receipt of the document. You must identify the
date of implementation and give employees an opportunity to review
the policy. Any policy can only be effective if it has been brought
to the attention of employees and they follow it. The best approach
is not to rely only on a policy but also to educate your employees
on the correct use of e-mail and the internet. Once implemented it
is important to continually educate and train staff in the
application of the policy.”
“Also, bear in mind that a policy will not
be effective unless it is enforced. An employer cannot turn a blind
eye to abuse of an existing policy then expect to suddenly enforce
it against one or a number of employees. Such an unfair approach
could easily backfire on the employer.”
The DataSec survey also found that 87% of respondents use their
work e-mail or internet access for personal use at some time, with
news and web-based e-mail (such as Hotmail) being the most popular
sites. More than one quarter of respondents said they had used
their work computer facilities to look for alternative
employment.
OUT-LAW.COM provides a free Communications Policy. Before using
it, see our guide which explains how it should be communicated to
staff.
