In Managing the Risky Business of Company E-mail Part1 internet expert witness Scott Greene, CEO of Evidence Solutions, Inc., writes that his company has documented, during the examination of electronic systems, employees who frequently say/save things into e-mails or store on a computer, things they would never say anywhere else.
As an owner/supervisor, take a moment to examine your current IT or company’s technology policy. If your company doesn’t currently have an IT or technology policy-get one! While you will need to insure the individual needs of your company are met, following are some topics of what you should consider including in your usage polices:
Electronic information ownership Monitoring of technology use Acceptable use of company technology Acceptable content
If you currently hold meetings with your employees or publish a company newsletter, these are excellent venues to use to educate your employees. Utilize these opportunities to let them know there are certain things they should be aware of when sending or responding to e-mails. Employees should be counseled to be cautious and to not make statements that can be considered a legal conclusion. Let your employees know they should utilize the knowledge and expertise within the company by picking up the phone and calling their supervisor or Human Resource Department.