Internet and email policies for small businesses11 July 2005
Today almost all members of staff at companies large and small use computers connected to the Internet. However, while the benefits are huge, many have little understanding of potential problems that this can bring. For this reason it is vital that companies implement an "acceptable use" email and Internet policies.
What is an acceptable use policy?
The purpose of an Internet and email policy is to ensure that employees understand the way in which online services should be used.
If the Internet or email is misused then your business may be at commercial or technical risk and legal action may even be pursued. It is therefore important that everyone knows what is and isn't acceptable and that it is made clear what consequences will ensue if misuse occurs.
Effects of email and Internet misuse can include disclosure of trade secrets, harassment and claims copyright infringements and even criminal activity.
Developing a policy
All companies are unique so it is important that you develop an Internet and email policy that is suited to your business and its particular needs.
The government arbitration service Acas recommends that a working party, with representatives of IT, personnel/human resources, worker representatives and any other directly interested parties such as security advisers take part in formulating a policy.
Generally what will be acceptable will be any personal use that does not interfere with individual work responsibilities and does not threaten the company or fellow employees.
Policy content
There are several issues that should be taken in to account when formulating a policy, these include:
- General guidance and rules on passwords, locking keyboards shutting down computers etc.
- Prohibition of inappropriate messages, for instance any that might cause offence or harassment on grounds of sex, race, religion, disability, age etc.
- Prohibition of viewing and/or downloading of offensive, obscene or indecent material from the Internet, such as pornography, racist or sexist material, violent images, incitement to criminal behaviour etc.
- Prohibition of downloading or forwarding and material of software that has copyright restrictions and the installing of pirated software.
- The understanding that flouting any of the above may result in viruses and commercial loss or legal action against the individual or company.
Other issues may need to be considered depending on the exact nature of your business and the way the Internet is used. What is of most importance is that staff are aware of the rules and the penalties for breaking them.
More information on Internet and email policies for small businesses can be found at the Chartered Institute of Personnel and Development, Acas and the government's Business Link website.
Related links
- Business Intelligence (Regularly updated authorative business advice from experts)
