Michelle Maguire, marketing manager with security firm Entropy, concurs with that advice. "Putting technology in place - like monitoring software, for example - can work with a firm's internet and email usage policy, backing it up," she explains. "Having a technical solution really works to protect the company and employees, who will not be able to 'accidentally' access inappropriate content."
Email traffic can be intercepted at random and reviewed and internet usage logged, explains Robert McDonagh, solicitor with Mason Hayes+Curran, who says that firewalls and other sophisticated software can also be used to intercept or block inappropriate content.
In order to implement an effective technology-based solution, Maguire advises a firm's HR department, which is generally responsible for drafting the company's internet usage policy, to work in conjunction with the IT department to ensure the software being used is customisable to the firm's needs. "Any software that a company puts in place to monitor employees' internet and email usage should be flexible so that it can adapt to existing usage policies," she says.
Internet options
There are a number of approaches that a company can take when implementing software to keep an eye on internet usage:
- Choose to block access to all sites deemed to be "inappropriate", such as those featuring adult content or illegal music downloads.
- Block access to the internet during the day except at certain times; for example, between 12pm and 2pm, when staff may be on their lunch break.
- Allow access based on quotas of time; for example, employees may be allowed to access the internet for 45 minutes per day.
In each of these scenarios, warnings would pop up on the user's screen if they were about to break the restrictions. For example, if a user exceeds the specified 45-minute time limit for internet access, a message appears on the screen informing them that they are going into their 46th minute. This makes sure that all restrictions are clear to employees at all times, according to Maguire.
Sensitive email
Likewise, email usage can be monitored by software and certain mails can be blocked if they contain certain words. Standard monitoring software can block profanities or inappropriate content; IT departments working with HR can put together a list of words they wish to block. These emails are then quarantined if sent and, depending on the software, the sender may be notified and told that their mail was blocked or quarantined.
Technology like this is also used by companies to let someone know they are sending out confidential documents. In this case, the sender would receive a notification that the email they wish to send is "confidential"; the sender can then decide if they really want to send the document. "It's a safety net," notes Maguire.
Depending on a firm's budget, there are varying levels of protection and monitoring software to choose from. There are many filtering software products on the market, ranging from NetNanny for a basic level of protection - such as that needed in a home environment - to software that monitors employees' internet usage and also incorporates security and antivirus technology.
For the more sophisticated packages, companies should approach security firms or specialised companies who will work with them to create a suitable solution based on their needs. Prices for these solutions will vary depending on the number of users, says Maguire.
Privacy matters
While technology solutions are being touted as an excellent complement to usage policies, McDonagh offers firms some words of caution before they roll out such solutions.
"Employees have certain privacy rights in relation to the internet and email, and these rights must be considered when implementing any monitoring and drafting a usage policy," he explains. "For instance, the Irish Constitution and the European Convention on Human Rights confer a right to privacy and correspondence on persons. These rights are supplemented by the Data Protection Acts, which protect individuals' rights when other people process (i.e. use, monitor or access) their personal information, as well as by further legislative instruments which ensure confidentiality of communications."
According to McDonagh, the introduction of a covert or secret monitoring program by an employer is likely to breach employees' privacy and data protection rights. He suggests that usage policies should address and notify employees as to whether and to what extent an employer will monitor employees' internet and email access.
"This will require a balancing act between the employees' rights and the conflicting interests of the business," McDonagh warns. "Above all, it is important that any monitoring is undertaken on legitimate and transparent grounds and that the monitoring is proportionate to the interest that is being protected."
So, while monitoring staff's use of the internet may appeal to firms concerned about the legal implications of inappropriate use, companies would be well advised to plan the implementation thoroughly, and above all to be transparent and fair with their employees.
Useful links:
Enterprise Ireland's Guide to eBusiness Law