WHAT should be in a good electronic communications policy?

To satisfy data protection requirements, a company’s policy for the use of electronic communications should as a minimum:

Set out clearly the circumstances in which employees may or may not use the employer’s phone systems (including mobile phones), email system and the internet access for private communications

Make clear the extent and type of private use that is allowed, for example any restrictions on overseas phone calls or limits on the size or type of email attachments

Specify clearly any restrictions on internet material that can be viewed or copied. A simple ban on ‘offensive material’ is unlikely to be sufficiently clear for workers to know what is and is not allowed. Employers should at least give examples of the sort of material considered offensive, such as material containing racist terminology or images of nudity.

Advise employees what personal information they are allowed to include in particular types of communication, or the alternatives that should be used, e.g. com-munication with the company doctor should be sent by internal mail rather than email

Lay down clear rules regarding personal use of communication equipment when used from home, e.g. facilities that enable external dialling into a company network

Explain the purposes of any monitoring, its extent, and the means used

Outline how the policy is enforced and the penalties for breaching it

The existence of an electronic communications policy should also be communicated clearly to staff, and they should be able to access it easily to find out what it covers.

For more information visit www.worksmart.org.uk. Source: worksmart