Computer Personal Use Policies
Governmental Advisor, Fall 2007 / Winter 2008

An Appropriate Computer Use Policy Can Reduce This Activity

Most of us would agree that, while the nuances of implementing specific technologies can be challenging, our information technology systems help us in many ways. These systems have been added over time to improve staff efficiency, expand service to constituents, improve access to information, and various other reasons. We’ve all grown to rely on key systems such as e-mail and the Internet to communicate effectively, research information and get our jobs done.

Because of this convenience, many of us at one time or another may have used our employer’s systems for personal use, (i.e., checking sports scores at lunchtime, or asking our spouse over email what groceries to bring home on the way home from the office). One could argue that we can have a few quick personal interactions each day, allowing us to purge our personal concerns in order to devote a greater mind share to our work. Harmless, right?

While most of us can strike a reasonable and responsible balance, various studies have shown that office workers sometimes use corporate computing systems for personal use up to 10 hours a week. Does this ring true in your organization?

Clearly inappropriate use is a waste of productivity, human resources and public funds. How would a FOIA request for e-mail account logs or Internet server logs be dealt with at your government? How do you begin to deal with these issues? The answer is a clearly defined computer use policy.

While there are many tools to track employee use of the Internet, e-mail and other systems, having an appropriately defined, acceptable computer use policy can be the basis for creating a culture of responsible behavior. Appropriate components of such a policy may include:

• Definition of terms
• General, acceptable, prohibited use
• Ownership of systems
• Confidentiality/Privacy of data
• Security
• Internet and e-mail use
• Storage and data backup responsibilities
• Role and responsibilities of IT department
• Reference to other policies
• Statement of enforcement measures

Such policies, once formally defined and approved, should be communicated to and formally acknowledged by staff. Periodically, these policies should be reviewed and updated. Only with an appropriately defined, acceptable computer use policy in place can your organization properly begin enforcement efforts.

If you’d like to learn more about computer use policy or other technology management issues, please contact Mark Warner at 248.223.3799, or e-mail mark.warner@plantemoran.com.