Clear policies on internet use required

A recent Tokoroa case has reinforced the importance of clear IT policies in workplaces.

The claim of unjustified dismissal was dismissed by the Employment Relations Authority this month because the company could prove it had a policy in place, this had been clearly communicated to the employee and it had followed correct procedure before dismissing the sales assistant.

Rotorua Chamber of Commerce chief executive Roger Gordon said it was crucial employers provided staff with very clear policies around internet use and ensured they understood them.

"There is certainly a need, but how many companies do [have this]?"

Gordon said smaller companies were less likely to have firm policies in place because they did not have dedicated human resources staff to create and disseminate such documents.

"Sometimes these policies and practices tend to be considered only when something happens and they find a need for it."

But he said these policies and practices were important to stop potentially offensive material entering the premises and to avoid possible viruses and spyware that could accompany them.

"It is also about the amount of time consumed with staff going on Facebook, doing online shopping and all the other personal uses of the internet."

The chamber policy clearly sets out what type of material should not be accessed, under any circumstances, and that breach of this is considered serious misconduct and could lead to disciplinary action up to termination of employment.

Gordon said a clear policy offered protection for businesses that do find themselves having to discipline a staff member for IT misuse and it was fair to staff because it gave them a clear indication of what was and was not acceptable.

He said the chamber's policy was available to members.

Talent ID recruitment consultant Kellie Hamlett agreed many employers were still without written policy, but business owners were becoming more aware of the need for it.

She said IT content in employment agreements was usually quite general, with more detail appearing in the company handbook.

From a technical perspective, Phocal Communications' Nathan Willis told The Daily Post it was possible to block staff from accessing specific websites such as Trade Me or Facebook using a smart and relatively economically priced firewall.

"They can block key word searches and stop access to websites where staff can download music and movies. As much as it is about stopping staff from time wasting or behaving in-appropriately, with the new laws in place on downloading it is equally important for employers to protect themselves from copyright infringement because they are the network owner."

But Willis said such technologies were not a substitute for sound policy and procedure.

"I believe technology should be used in conjunction with the right policies and the understanding of them by the employer and employee. At the end of the day, it's about the company's policies around what is acceptable and what is not, combined with the action or discipline that will take place should these policies be breached."