Four Dimensions of the PAPA Framework and Problems That Could Arise from Each Framework - Case Study Example

Ethics Report Name Institution Course Date Abstract Decision-making is an important platform in the management of an organization; it plays a dominant role in streamlining the objectives of the organization and achieving its goals. Having the capacity to make decisions based on an organization’s ethical codes is extremely pivotal as it sustains the internal and external environments. This shows that it is vital for a company’s management to adhere to ethical standards that define it. This report exposes the importance of ethical standards in the operations of a company. The report, based on the InvAus case, seeks to come up with recommendations on how to handle the transfer of its customer records from its system to the system of another company. As the IS graduate trainee, I recognize the risks involved in the transfer of customer records to another company. Therefore, the report addressed to the chairperson of InVaus seeks to unearth the possible risks involved, and the viable recommendations to the issue. Undoubtedly, ethical standards are pivotal in the running of any company. Ethics Report Introduction Every reputable organization should have ethical codes that define its operations. Codes of conduct are extremely significant in setting a standard for the internal and external environments of an organization. It is with such decorum that organizations establish cohesive relationships with their customers, employees and stakeholders. Since the inception of information technology, it has become pertinent for business enterprises to make feasible ethical codes to establish a long-lasting relationship with their customers (Paine, 2003 p 110). This report seeks to analyze the risks associated with transferring InVaus’ customer records to Jay Lenovo, an executive of a financial organization Background of the case Karin Ketle, the CEO of InVaus meets Jay Lenovo, an executive of a financial organization, and they discuss on investment plans. Jay seeks InVaus’ assistance in establishing an investment centre. In the process, Jay inquires of the customer records of the 32,000 customer records on InVaus’ CRM. Karin takes the issue lightly and considers transferring the records to Jay. As a graduate trainee, I understand that it is unethical to transfer the company’s customer records to Jay, hence the need to prepare a report to Mr. Kumarian, the InVaus chairperson, addressing the risks involved and the necessary interventions to counteract the issue. 1. Analysis of the case based on the four dimensions of the PAPA framework and problems that could arise from each framework. Richard Manson (1986) points out that in the age of information technology; information has become an integral component in the corporate world. Therefore, it is worth to handle information and records with utmost care. In reference to the case, Mason is categorical by highlighting that privacy is a fundamental element in maintaining the integrity of an organization. Information that is deemed private should not find its way in the realms of illegitimate people. There should be consent from the owner, or a clear-cut agreement on the dissemination of information to third parties. In respect to the case, Karin is undertaking an unethical gesture by seeking to transfer customer records to Jay without the consent of the customers and InVaus’ management. This is ultimately a breach of the confidential code of the company, and can lead to unnecessary exposure of the company, as well as its customers. This will eventually translate into loss of corporate image (Mason, R. O. (1986 pp 6-8). The second dimension according to Mason is accuracy. This implies that in organizational culture, there should be a person or department held accountable for safekeeping of information and property. This is vital in maintaining authenticity and precision of information. It is the duty of InVaus to ensure that the records of their customers are kept safe in order to safeguard the authenticity and integrity of the company. Going contrary to this ethical code implies that the company is vulnerable to third parties who might interfere with the operations of InVaus. Without maintaining accuracy of pertinent records, the company is at risk of losing accountability and credibility both internally and externally (Loviscky, Trevino & Jacobs, 2007 pp 264-265). The third dimension is property. It is a question of who owns a property and the channels of its distribution. Mason reiterates that it is important for an organization to have a clear-cut dimension on the decision making process regarding a concept. In light of the case, it is evident that Karin is excited about Jay’s proposal, and seeks to share the company’s customer records. This is certainly contrary to the company’s ethics, since the management through viable consultations should make decisions. Making decisions without using the proper channels exposes the company to the risk of destabilizing its objectives and goals (Peslak, 2006 p 120). Accessibility is the fourth dimension that organizations should consider while handling sensitive information. This stipulates the degree of information that a person or institution can obtain, and the safeguards put forward to protect the information. This is critical in determining the legitimacy of sharing information, the amount of information accessed and measures of safety (Swanda, 2004 p 755). Reflecting on the case, Karin met Jay on an overseas journey, and immediately established an investment plan. This was done without formal agreement and consultations; hence, it was not a legitimate deal. The tragedy of such a move is that, it exposes the customers to a third party organization, whom they have no relationship whatsoever. This will eventually lead to mistrust and lack of accountability (Conger, Loch & Helft, 2000 p 163). Recommendations of a clear course of action in response to Karin’s request Indeed, Karin’s request presents a sensitive situation for InVaus, bearing in mind that the customer record is an imperative pillar in the operations of the company. The customers are the most essential resource for the company; hence, the need to take feasible action to address the issue. Firstly, the company should come up with ethical codes that stipulate the boundaries of its employees in handling sensitive issues. This will make it possible for the administration to make decisions based on the codes of conducts set by the company (Gilmore, 2000 p 33). Secondly, a platform for ensuring the safety of the customer records should be instituted, and a detailed audit conducted regularly to maintain the authenticity and credibility of information. The management should come up with policy frameworks of centralizing every major decision to avoid ethical breaches. This will go a long way in ensuring the safety of private information (Harris, 2000 p 805). It is also important for the company to identify the degree of information accessibility both in the internal and external fronts. This is an instrumental tool in avoiding the sharing of information with unscrupulous people. There should be a viable structure and channel of disseminating information, without leaking it out to illegitimate parties. This will play a dominant role in establishing cohesive relationships among the stakeholders of the company (Solomon, 2001 p 320). The contract theory is an ethical theory that justifies the recommendations above. According to the theory, people should come together and agree on the most feasible way of dealing with a situation. The decision that people agree upon becomes the code of conduct that they use to govern them. Agreeing on the best course of action is the best way for the company to instill moral and ethical matters in its operations (Dunfee, 1995 p 36). Conclusion In conclusion, it is pertinent to note that an organization’s success depends on how it handles its internal and external affairs. In order to handle both realms effectively, it is significant to have codes of conduct that work hand in hand with the objectives of a company. In respect to the InVaus case, it is explicitly clear that the lack of appropriate ethical measures put the company at risk. Therefore, it is critical for the company to address the issue in totality and foster viable solutions to the matter. References Conger, S., Loch, K. D., & Helft, B. L. (2000) Ethics and information technology use: a factor analysis of attitudes to computer use. Information Systems Journal, 5, 161-184. Dunfee, T. W.; (1995) Introduction to the Special Issue on Social Contracts and Business Ethics Business Ethics Quarterly 5, No. 2 (34-39) Gilmore, J. (2000) A Framework for Responsible Business Behaviour, Business and Society Review, summer, No. 58, pp. 31-34 Harris, A. L. (2000). I.S ethical attitudes among college students: A comparative study In the Proceedings of the Information Systems Education Conference, 2008, Vol. 25, pp. 801-807, Philadelphia, PA Loviscky, G, Trevino, L., & Jacobs, R. (2007) Assessing managers’ ethical decision-making: An objective measure of managerial moral judgment. Journal of Business Ethics, 73(3), 263-285 Mason, R. O. (1986). Four ethical issues of the information age, MIS Quarterly, 10(1), 5-12. Peslak, A (2006) PAPA revisited: A current empirical study of the Mason framework. Journal of Computer Information Systems, 46(3), 117-123. Paine, L (2003) Managing for Organizational Integrity, Harvard Business Review 72, 2 (March-April) 106-118 Swanda, J (2004) "Goodwill, Going concern, Stocks and Flows: A Prescription for Moral Analysis" Journal of Business Ethics 9, No. 9, pp. 751-760. Solomon, R (2001) "Corporate Roles, Personal Virtues: An Aristotelian Approach to Business Ethics" Business Ethics Quarterly 2, 317-339. Read More