In today’s electronic age, more and more business is being conducted via the computer and the Internet. Employees often rely on information technologies, such as computer, email, Internet, intranet and voicemail, to complete their tasks. The proliferation of such electronic and technological devices has led to a number of new concerns for employers, such as employee misuse of company resources, employer liability for employee misconduct over email or the Internet and misappropriation of company property and trade secrets. There is no question that employers have the right to protect their business equipment and to ensure that their systems are used for appropriate purposes – however, they must do so in a way that does not infringe unduly on the privacy rights of employees. A well-crafted information systems policy is an essential tool in protecting company assets and shielding an employer from liability.
Every employer that has one or more employees who rely significantly on information technologies in the performance of his/her duties should adopt an information systems policy. Such policies may be called “[company name] Information Systems” or “Acceptable Practices for Computers, Internet, Electronic Mail, Voice Mail and Phones.” At a minimum, an effective policy must: