Computer Use Policy

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Do your employees stab at their keyboards whenyou approach? Are their giggles unlikely to be caused by open invoice report orcheck register on the screen? Are they spending more time reading from theirscreen than producing when at the computer?Maybe it’s time for a formal Computer UsagePolicy. Consider a policy that expressly states all or a variation of thefollowing check list. I print two copies, require that employees sign bothcopies (one for them and one for me) and I add a disclaimer above theirsignature that violation of one or a combination of the above policies will beconsidered grounds for termination.

Company Computer Use Policy
1 – Our company uses a web-based email (ifapplicable). Do not use any other email or install email portals on yourworkstation.
2 – Our company uses only Internet Explorer,Firefox, Opera, etc. Do not use or install any other web browser on your workstation.
3 – Do not open an email attachment beforescanning it with virus protection software.
4 – Your company email address is for companyuse only. Do not send or receive personal email at this address. Personal emailor Instant Messaging are not allowed on company time or via company computers.
5 – No Web Surfing is allowed while on companycomputers.
6 – No games, gambling, pornography or otherpersonal multi-media activities are permitted on company computers…don’t checkyour stock, personal email, the news, or shop online while on company time orfacilities.
7 – Do not share your password withco-workers.
Our Company reserves the right to:
1 – Read & review all email activity oncompany computers or company email accounts.
2 – Monitor & review employee email and Internet activity at any time
3 – Restrict access to and distribution of email and Internet
4 – Prohibit distribution of email that may violate federal or local laws
5 – Restrict personal use of company computers
6 – Prohibit sending/forwarding of chain e-letters, gambling, or using companycomputers to create or forward pyramid schemes.
7 – Prohibit dissemination of confidential or proprietary information
8 – Prohibit forwarding company emails to personal email addresses
One more thing: Make sure you have a verystrong, very reliable AUTOMATIC ANTI-VIRUS SOFTWARE in use to minimize damageshould an employee open an email attachment before scanning it for potentialviruses. Keep it current!
It’s a good idea to formally establish and distribute a company policy and makesure everyone understands it. Additionally, make sure you have a policy ofreview in place. Don’t issue directives if you don’t plan to follow through ordon’t know how to….hire an IT person or contract with a local service that caninstall and update security software and will monitor activity and produceactivity reports as well as set up an alert system when your employees violateyour policies.
As always, the most important tip I can offerto you is to back up your work. Get a flash drive or learn to use the cd writeron your computer, purchase an external back up device or look into online backup services. This is the most important daily routine you can practice. If youare using an older version of QuickBooks, turn on the audit trail. It may slowyou down a little, but you’ll be glad you did.