Employees Using Computers for Personal Use?
School Advisor, 2007 Issue No. 3

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 systems help us in many ways. We’ve added these systems over time to improve staff efficiency, expand constituent service, 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 have used our district’s systems for personal use, (e.g., checking sports scores at lunchtime or asking our spouse over e-mail what groceries to buy on the way home from the office). One could argue that we can have a few personal interactions each day quickly, devoting more time and 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 can use corporate computing systems for personal use up to 10 hours a week. How would 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 agency?

How do you begin to deal with these issues? Ensure that your acceptable use policy also applies to employees.

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

• Definition of terms
• General, acceptable, prohibited use
• Ownership of systems
• Confidentiality/privacy of data/FERPA
• 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 should be defined, approved, communicated, formally acknowledged by staff, and periodically 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 Marvin Sauer at 248.223.3120 or marvin.sauer@plantemoran.com.