Why Do Companies Implement Email & Internet Use Policies?

Internet and email use policies are used by companies to protect assets and shield from litigation

As companies begin to rely more and more on the internet, their employees spend an increasing amount of time using websites and email to conduct business. With wide access to the Internet available to even lower level employees, lost productivity, theft of intellectual property and inappropriate use of company resources can become a problem. Therefore, many companies implement a email and Internet usage policies in an attempt to curb these problems.

Lost Productivity

Internet usage policies help companies maintain productivity Office image by Yvonne Bogdanski from Fotolia.com

According to The Journal of Computer Information Systems, in 2000 it was estimated that 25% of workers spend more than an hour of their work day on websites that are unrelated to their jobs. By implementing and enforcing an Internet use policy, a business can discourage employees from using their time on unrelated activities via the Internet.

Intellectual Property Theft

Internet and email use policies help protect against intellectual property theft a copy key: symbolic computer security and theft of digital data image by Stephen Gibson from Fotolia.com

Companies today keep nearly all of their records in electronic format, and many employees have access to documents or material that would be of value to a competitor. If these documents are emailed to an unapproved recipient, either intentionally or by ignorance, or if the office machine has become infected by a virus or malware, these documents and records could be stolen. By implementing an Internet and email use policy, the company can help protect its valuable electronic assets.

Protection of Tangible Assets

Restricting internet usage can help prevent the spread of computer viruses and malware virus alert image by Pontus Edenberg from Fotolia.com

Not only can inappropriate use of the internet put electronic assets at risk, but it can also be a danger to physical company property, mainly in the form of computer desktops, laptops and servers. A single computer virus can cripple a network for hours or longer. By enforcing an Internet usage policy, a company can work to prevent the infection and spread of malicious software that disables tangible assets.

Sexual Harassment

Inappropriate use of the Internet can expose a company to sexual harassment problems girl with legs stretched out image by david hughes from Fotolia.com

The Journal of Computer Information Systems reports that more than 60 percent of Internet pornography is viewed during normal working hours, often by employees using company computers and Internet connections. Employees who are exposed to inappropriate images in the workplace, even by accident, may have legal grounds to sue their employers. If a graphic image is viewed on a coworker's screen or sent via email to other employees, the company becomes exposed to a legal risk. A solid Internet and email usage policy can help the company shield itself from such risks.

Controlling Internet Costs

Internet and email use policies help control the cost of internet bandwidth cables image by Zoltán Pataki from Fotolia.com

Companies of all sizes can transmit and receive massive amounts of data over the Internet during a business day. The cost of this data transport can be significant. By preventing employees from viewing videos, listening to streaming music or playing online games the company can help keep the cost of internet bandwidth in line. If employees adhere to the Internet and email usage policy, all data transmitted will be appropriate for the business and a justifiable cost.

References

• The Journal of Computer Information Systems; Improving Workers' Productivity and Reducing Internet Abuse; Gupta, Jatinder N.D.; Jan 2004
• United States Department of Justice: Press Release: Software Pirate Guilty of Copyright Infringement Under Net Act
• "The New York Times"; The Cost of Downloading All Those Videos; Saul Hansell; Apr 2009

Resources

• Business Link: Sample Internet Uses and Policies