Reputational Risks In Your Organization - Part 10
Technology Policy
Technology Policy
If your organization does not already have a technology policy - you need one now. All employees, from the CEO to the newest employee, must be required to read and sign your organization's technology policy. Your organization's technology policy should have these talking points:
- Clearly state that all of the organization's technology belongs to the organization. There are NO expectations of personal privacy when using the organization's technology. Employees need to understand that they may not use the organization's email for personal business on to send inappropriate messages to other staff, clients or anyone. All employees should also understand that the organization's internet access belongs to the organization. Web-surfing, access to porn sites or other inappropriate sites is strictly prohibited. Failure to comply should result in strict penalties including possible termination.
- Identify all of the organization's technology - hardware and software including laptop computers, desktop computers, hand-held devices such as PDAs and Blackberries, cell phones, internet access, email and all software programs purchased through the organization. Be aware that when electronic devices such as laptops or PDAs are recycled to another staff member, the hard drive of the device may still contain data, documents or transactions from the previous employee.
- Develop a policy on the storage and transportation of sensitive information out of your organization's facilities. Published reports describe multiple scenarios of laptops of bank employees being stolen that contained client financial data. The same thing could happen to your organization if you store sensitive information about clients or staff on laptops that leave your premises.
The policy should also have provisions on appropriate use of portable technology such as PDAs, cell phones, laptops. Safety and security issues need to be spelled out. In particular staff should be prohibited from discussing confidential information via cell phone and are prohibited from using the cell phone for personal business, or illegal uses such as crank calls or harassing another person. If your state prohibits the use of cell phones while driving, compliance with that law should be incorporated into the policy as well.
All employees who have access to any of the organization's technology should be required to read and sign the technology policy. Each person who signs the policy should have a copy of it to keep for his or her reference.
Technology Policy Checklist
* All aspects of the organization's technology belongs to the organization. There are NO expectations of personal privacy when using the organization's technology.
* Email and web access belong to the organization.
* Examples of inappropriate email messages:
o Jokes o Harassment o Political commentary, particularly hate messages o Anything you wouldn't want to read on the front page of your local newspaper or have CNN broadcast.
* The policy covers all of the organization's technology - hardware and software including laptop computers, desktop computers, hand-held devices such as PDAs and Blackberries, cell phones, internet access, email and all software programs purchased through the nonprofit.
* Requires returning of all electronic devices such as laptops or PDAs when leaving the employment of the organization
* Policy on the storage and transportation of sensitive information on laptops that leave your premises.
* Staff and volunteers who are entrusted with the organizations cell phones, laptops, PDAs or other electronics need to understand that they will be held personally accountable for the safety of the equipment, the safe use of the equipment, and the security of the data that is stored within these electronics.
Copyright (c) 2010 Peg Jackson
by: Peg Jackson
Why Assessing Employee Behavior Is Good For Your Organization Mentoring is the Answer to Diversity Initiatives in your Organization Reputational Risks In Your Organization - Part 11 How Planning And Organizing A Conference Help You Achieve More Closet Organizing - 7 Step Expert Organizers Formula 6 Things You Need To Know About Organizing A Corporate Function Reputational Risks In Your Organization - Part 4 Closet Organization Systems: What Are They And How Do They Help? Closet Organization Ideas: It Doesn't Have To Be A Nightmare Sea Grass Storage Room For Organizing Your Room A Badge System Is Benefical For Your Organization Badge System Benefits Your Organization Financial Accountants - Indispensable Members Of An Organization