Computer use policies

[mbowers]

Just curious.

How many dealers have written policies covering the use of computer systems and Internet access?

Mike

[sallen1]

We do, it's in our employee handbook.

scott

[djs]

Would it not be a pandora box to try and write a policy for typically small numbers of users? If you had 500 employees it might be worth it. The privacy issue will be challenged and it will be harder for companies to monitor on-line activity. I currently am taking the don't ask(or look) don't tell policy. The potential to stumble onto something and then having to, wanting to, whatever to deal with it could be more costly than not monitoring it at all.

[Rex]

djs,

What is private about an employee using a company computer for company business? I see no privacy issue here. Certainly, with or without a written policy, there will be abuse, as with anything, but I think NOT having some policy in place is more of a pandora's box than TO HAVE a policy.

Monitoring internet activity is cumbersome, but I think at least a standard should be in place. If you do find abuse, you certainly need some documentation to back any action you may want to take.

[mbowers]

I'm with Rex.

The key issues of ownership of the system and information, the idea that the computer system is a tool to be used for the good of the business, and that illegal or inappropriate uses are prohibited are issues that apply to businesses large and small. They need to be made clear to all employee groups.

The policy does not have to be enforced rigidly. Nor does the dealer actually have to read all the e-mail. It's just that the policy can deter some people from misusing the system and can be used as a hammer on anyone who still doesn't get the message.

[chucks]

We have a moderately-detailed computer use policy in our employee handbook. With over 500 employees it is a must. It boils down to the fact that the company computers are for company business only and any other use is cause for disciplinary action. It also states that all information and data on the company computers belongs to the company and that no communications should be considered private. And of course there is the requisite paragraph regarding harassing, or improper language and so forth. Additionally the PCs in the service department that are for technician use are set up with a "menu" program that completely regulates what programs can be run and governs which Internet web sites can be accessed.

[Mark Hildom]

There needs to be a policy regardless of how many employees there are. I found listings of pornographic sites in the History files on computers located and visible on Showroom floors. What about customer walking in on something like that? Also, do any of the dealers reading this realize that you are paying Managers to Day Trade and buy on Ebay on a regular basis? The Computer Use Policy needs to be broad enough to include ANY non-business use. Also, head off some of these problems by installing filtering software on the computers. That will keep honest people honest and technological neophyte at their jobs.

[Richard]

I would love to have monitoring/filtering software, but it is very expensive, and hard to manage from a central location. Our policy is very vague, and we too have had porn sites listed in the history, at least on the Techline computer, which is very visable from the service advisor write up area. You just wish that adults would act their age, and do the right thing, but it just isn't going to happen that way.....

[MBailey]

There is a filtering service available from Family Connect for 4.95 per month. You can get info at www.familyconnect.com. It's highly effective and constantly updated.

[aeagles]

found your forum through a link posted on another Automotive Owners Bulletin Board. . .

This is a subject I have experience in as a policy manager for a large firm.

The problem with most filtering software is that it's difficult to turn off inappropriate things but leave access to appropriate areas.
the problem boils down to who creates the reserved word list. Because the english language isn't very clear, setting up filters isn't easy.

What we do here is drive compliance via policy that employees must follow and randomly audit server logs.

One policy states that all employees must:
limit use of company owned equipment and access to meet the needs of the company - and that personal use of company owned assets is limited

The second, and more specific policy states:

1. Personal use of company equipment and networks shall be limited to non-business hours, be of reasonable duration and not interfere with the employee's performance
   
2. must not support any personal business venture, other company'e business, political interests, or illegal purpose
   
3. must not compromise the integrity of the company
   

The policy goes on to define what else cannot be done ( eg. no pornography, chain letters, spam, etc.) and finishes with a notice that the company reserves the right to monitor or access information in its systems.

What this does is place the onus on the employees to follow the rules. It also allows the company to adjust what it sees as unfit use without trying to quantify and qualify it into an access list.

Good luck.

Allen