In this tough economic climate you would not be blamed for being totally focussed on running your business and not really thinking about how your employees (at all levels in the company) are using their office computers, or the consequences of how they are using their computers.

Whilst many companies will have listed ‘downloading of pornographic material’ among their examples of gross misconduct, accessing such sites and downloading material from them is still all too common. One of the hidden risks is that computer viruses are often deliberately attached to files containing such images. Once a dangerous file has been downloaded it can easily be transferred between computers.

If your computers are networked, a virus can quickly spread between them and depending on its nature, there’s a risk that your IT system could crash. Without suitable protection this could cost your business dearly, not only in terms of lost orders and reduced productivity but also in putting it right.

A less obvious, but equally important, risk is the actions of mobile staff. Research by web security company ScanSafe has shown that mobile workers are more likely to ignore their employer’s Internet usage policies. They are also five times more likely to look at extreme pornographic or illegal websites than their office based colleagues.

Internet and email usage is traceable

Everyone should be aware that sites visited on the Internet are traceable, nor is e-mail the informal form of communication that many people think it is.  Deleting a message or clearing your Internet history does not mean it is unrecoverable.

Binding contracts can be made just as easily via e-mail as by letter or orally, so employees need to be aware of the danger of inadvertently making contracts on behalf of their employers or even varying the terms of existing contracts.

With all these risks in mind it is paramount that every employer has a detailed policy in place. It must be made clear that where your computers are concerned, its terms apply irrespective of whether the employee is “at work”, or is using the equipment in their own time for leisure purposes.

It is important for companies and their employees to understand the potential for making the most of their IT systems but by having a sound policy in place a company can help protect itself against liability for the actions of its workers (vicarious liability).

They can prevent damage to their systems and their company image, and like any other company policy its purpose is to ensure everyone understands what they can and can’t do and what the consequences are if the rules are abused.

There is a raft of laws that cover electronic communications, employer monitoring of e-mails and Internet use by workers and it could be an expensive lesson to be caught out. Ignorance is never a valid excuse.

If you are still asking yourself whether your company needs an internet and email usage policy ponder no more as the answer is ‘Yes’.

About the Author

Joanna Davies is the founder of Shropshire based HR consultancy ProActiveHR. Check out her website – http://www.proactivehr.org/ -  and see that you need look no further for your HR requirements.

Alternatively you can call Joanna on 01630 684093.