Prerequisites for Employee Privacy - Case Study Example

Employee Privacy Report Name Course Instructor’s Name 28 April 2010 Introduction Online communication is the most recent and most widely used mode of communication in the recent world (Alger & Burnette-Lemon, 2006). Almost every organization global or local uses online communication to carry out advertisements as well as link with its shareholders. This is mainly due to the fact that this form of media is more affordable than the industrial media. This mode of communication is also preferred because it links people who are so far apart (Locker & Kienzler, 2007). The organization that I work for is no exception as it largely employs the usage of online communication through emails and other internet connections and this has largely aided in the expansion of the organization and also cut the cost of operation as this form of communication reaches more people in a cheaper way. This paper focuses on the policies that are observed among the workers of the organization concerning the usage of emails as well as the internet. It also focuses on the privacy policies and how they affect employees. Email and internet use My organization uses the internet to place advertisements. This acts as a tool of sales promotion that is very affordable to the organization. It reaches a higher audience and the organization is able to increase its sales (Locker & Kienzler, 2007). The organization also uses the internet to receive feedback from its customers and potential customers on what they think about the organization services and products. This feedback the organization uses to improve its services and thus create royalty with its customers (Alger & Burnette-Lemon, 2006). The Human resource department in my organization also uses the internet to communicate the availability of jobs. Applications from the interested parties are received through the internet, feedback is still sent to them using the internet on the interview dates, and in case they go through after the selection, they now receive any other subsequent report from the organization through emails (Locker & Kienzler, 2007). The organization also posts to its shareholders emails in case of any event arising like the Annual General Meeting or any other meeting (Locker & Kienzler, 2007). Another usage is the posting of annual reports like the income statement as well as the balance sheet so as to provide sufficient information to its shareholders and to the public. Personal emails are also sent to the shareholders informing them of the dividend rates and the dates of issuance and this always acts as notification to the shareholders (Alger & Burnette-Lemon, 2006). Privacy policies The privacy policies in my organization is such that when visitors try to use the organization system have to know the organizational pass word which is assessed by only the organization members (Locker & Kienzler, 2007). This password application ensures that people who are not members of the organization do not assess the organizational information (Bayer & Software, 2007). It also prevents the members who may be poachers of information to get information, which they might employ to beat the organization. There is then the statement of intent, which is needed in which a person states why they are using the system. Employees’ online activities are not normally monitored in such a way that their personal information is assessed (Depree & Jude, 2006). Laws regulating privacy Unsolicited email are outlawed by the law especially the ones that are commercial. Defamation is also prohibited among the internet users. This is any information that would cause economic damages. There is a rule that defamatory statements should not be posted in the internet. They can result in criminal penalties (Depree & Jude, 2006).There are also rules where trade secrets and very private information is concerned. There are also laws on obscenity. This is provided for that information that is meant for adults only. Trademark laws also exist in the doctrine of fair use. There is no copying of trademarks and if it ever happens then one is held liable (Locker & Kienzler, 2007). Policies regulating operation In my organisation, there are some policies that the employees are supposed to adhere to in the workplace concerning the use of internet and emails. This is the trend in many companies and they set these for many reasons. One such factor is time factor. Some organizations like the one I work for restrict the workers from using the internet in the work place for their leisure especially during the working hours (Bayer & Software, 2007). This is because it would rob the company a lot of its time resource if the workers were allowed to e-mail or be on face book or any other site during the working hours. Security purposes as the employer protect themselves from the claims that can be filed against their companies because of the mistake of the employees. Some companies ask their employees to maintain the list of their emails. Right policies also avoid ambiguity. There are guidelines that govern the activities of the employees especially when they are posting some details to social networks. If an employee fails to adhere to the guidelines, he is held liable and the company is free from the liability (Depree & Jude, 2006). This is because the company is a separate legal entity from its employees. Virus protection is also another factor an appropriate system policy helps guard the integrity of the company’s system against viruses and anti spam laws. It also prevents wrongful termination and protect privacy invasion (Depree & Jude, 2006). Efficient policies will ensure that the company is protected from the poachers of information who are normally its competitors. Right policies also protect the company from the violation of copyrights and other intellectual rights (Friedman & Reed, 2007). Assumptions employees make at work When it comes to privacy observation at the ,work place employees assume that their personal information can not be assessed by their bosses and this might not always be true as the organizational heads may at times want to monitor the activities of their employees. This is to ensure that the organization is not subject to sabotage, which may affect the running of the organization. They may keep all the emails received by their employees as well as the information sent by them via email. Employees also assume that their personal information may not be accessed. This is especially when they are told that they should not send personal messages at their work place (Depree & Jude, 2006). The effect of these assumptions An employee might send a message that puts him in a liable position may be for sending defamatory information. This may also be any other form of information that may affect the credibility of the workers record. It may also result into the eventual sacking of the employee due to carelessness and lack of adherence to the organizational policy (Bayer & Software, 2007). Conclusion All organizations make use of online communication and it is very essential that they establish usage policies and, also adhere to the international rules concerning the use of internet. This will ensure that the organization is protected from many forms of attack and that it is safe from any possibilities of liability due to an employee’s mistake. It should also observe privacy settings so as to ensure that members are protected and that the organization observes the intended privacy rights. References Alger, G. & Burnette-Lemon, J. (2006, March-April). Ethics in the real world. Communication World, pp. 28-29 Bayer, G. & Software, H. (2007, September). Ideas at work: the art and etiquette of email-making a connection. Production Machining, pp. 17-18. Depree, C. & Jude, R. (2006, April). Who’s reading our office email? Is that legal? Strategic Finance, pp. 44-47. Friedman, B. & Reed, L. (2007). Workplace privacy: employee relations and legal implications of monitoring employee email use. Employ Respons Rights J. 19: 75-83. Locker, K. & Kienzler, D. (2007). Business and administrative communication, 8th Ed. New York: McGraw-Hill Publishers. Veazie, J. (2007). Email Etiquette. Health Care Biller, pp. 7-9 Read More