Many business owners are reluctant to monitor employee activities on computers, or social media activities. Depending on the industry, monitoring employees’ activities protects your company’s assets and reputation. Here some things to keep in mind when monitoring employees.
Company policy
Companies can monitor use of corporate assets, whether that is a computer, telephone or email. Under agency law, employers are responsible for everything employees do when they are within the scope of their employment. The technology exists for you to monitor almost any aspect of your employees’ computer usage, such as:
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Internet use
Software downloads
Documents or files stored on your computer
Anything that is displayed on your computer screen
How long your computer has been idle
How many key strokes you type per hour
E-mails (outgoing or those sent within your office)
Legally all computer and email policy must be in your employee handbook. It should clearly state that employees have no expectation of privacy while using company resources.
Employees should review the handbook and sign an acknowledgement form when first hired. The policy should be sent out annually for employees to sign and to remind them of their responsibilities, as well as notify them of any changes to the policy.
Proximity monitoring
Depending on the industry, some companies have a legitimate need to track employees in their buildings. Companies may track employees using security cards, cameras and other devices. Cameras must be visible and must not be placed in restrooms, locker rooms or changing rooms. Depending on the laws in your State, break rooms may also be considered areas where employees have a reasonable expectation of privacy. Electronic monitoring, and recording devices should be disclosed, and acknowledged in writing.
Social media use
The National Labor Relations Act gives employees freedom to discuss workplace conditions, and wages. Any proprietary information related to business can be restricted by your social media policy. Release of operations, sales figures and other confidential data should be covered in the policy. Companies may also forbid employees from making statements on behalf of the organization.
Security
A mistake in a company’s network can cost a breech in their security. Companies in virtually every industry are vulnerable to attacks. Companies need to focus not only on protecting personally identifiable information but also on guarding intellectual property, trade secrets, research and development. It is essential for company personnel to adhere to firm and clear guidelines for sharing downloading data and with sharing data others.
Should you monitor your employees?
Strict monitoring allows employers to spot potential problems early, get the information offline as quickly as possible and discipline the employees involved. As with all sensitive subjects, it’s vital to communicate any new, expanding and existing monitoring activities to employees. Since employee privacy and monitoring is governed by federal laws and varying state laws, consult a specialist before implementing any new policies. potential identity theft and, negative publicity and lawsuits.
Depending on the state, it can be legal for a private company to monitor their employees and some advocates say employers should be doing even more than they are now. Company’s don’t need to practice wall-to-wall monitoring of employees to protect their legitimate interests. However, there is a vast difference between asking for employees to exercise good judgment and hovering over their monitors. Depending on the industry, a company’s policy need to tailored to the needs to focus on protecting information and guarding intellectual property, trade secrets, research and development.
