Introduce an internet and email policy
Create an internet usage policy
You need to decide whether to allow your staff to access the internet from work in their own time. Many businesses allow access as a goodwill gesture to improve employee relations. However, if you do grant permission, you should think about an internet acceptable use policy (IAUP).
The IAUP should set out the terms and conditions for staff accessing the internet from their workplace. It should contain:
- A definition of personal use - eg anything not directly related to work.
- Guidance on how much access time is acceptable and when access is allowed.
- A warning to abide by any copyright and licensing restrictions on internet-sourced material.
- Instructions on what to do before downloading material - eg checking the size of the file and its source.
- Warnings on the danger of importing viruses through downloaded files and programs.
- What personal use is not permitted - eg accessing pornographic or indecent websites, or using chatrooms in which the use of offensive language is frequent.
- Information on whether social media websites such as Facebook, LinkedIn, Twitter, etc can be used. This should include guidance on what employees should consider when making postings, eg that they do not post anything that may be considered damaging to the business and that they will be held legally responsible for any personal views expressed.
- Any sanctions or disciplinary actions that may be taken if employees do not follow the policy guidelines. See our guide on handling discipline and grievance issues.
Unless you explicitly state what is not acceptable, you will risk an unfair dismissal claim if you dismiss staff who access unsuitable material. You may also need to remind staff that access to the internet is a privilege and not a right.
You must tell staff that their access may be monitored if you intend to do so. The IAUP could include warnings that:
- any websites visited are traceable back to specific individuals - even if deleted
- the frequency and length of time individuals spend viewing websites will be logged
- any transactions carried out using company resources shall be deemed 'non-personal', including personal online banking
Subjects covered in this guide
- Introduction
- Why you need internet and email policies
- Create an internet usage policy
- Create an email usage policy
- Developing personal internet and email usage policies
- Monitoring internet and email usage
- Dealing with internet and email policy breaches
- Here's how I introduced an email and internet policy
