IDS HR Study 848, June 2007

Internet & e-mail policies

• Examines how employers develop and implement policies to inform staff about the appropriate use of Internet and e-mail facilities
• Looks at the typical content of acceptable use policies
• Considers how companies monitor their IT systems and deal with any breaches of the rules
• Sets out the legal implications of inappropriate use of the Internet and e-mail in the workplace
• Includes six detailed company case studies

The Internet and e-mail are now key business tools and employers have had to address the challenge of ensuring proper and effective use of these facilities. Policies set out the parameters of acceptable use, while also ensuring robust security procedures are followed to protect expensive systems and networks.

Unfocused use of Internet and e-mail can waste valuable time with little business benefit. At worst, staff may visit inappropriate or undesirable websites, download and circulate material that can cause considerable offence to colleagues or import viruses that can infect the network.

Employers have a legal liability arising out of business use, including breach of copyright, inadvertent formation of contracts and online defamation, for example. Legal concerns extend to personal communications. A failure to maintain a harassment-free environment can also have repercussions for employees.

Software is available to block access to inappropriate or offensive material and record details of websites visited and e-mails sent. But employers have to bear in mind employees’ rights to privacy when monitoring computer use.

This publication includes detailed case studies of approaches to Internet and e-mail use at Admiral Group, BAE Systems, Department for Work and Pensions, Morgan Cole, Shrewsbury and Atcham Borough Council, and Virgin Money.