Does anyone have an informative letter or email to employees detailing an Internet usage policy?

[Gabrielle B]

I am the director of human resources for WidgetCorp. WidgetCorp’s director of information technology recently came to me with concerns regarding employees’ use of the Internet for personal reasons on company time. Such usage problems have included time spent shopping, checking personal e-mail or social networking sites (such as Facebook or MySpace), reading news sites or blogs, and even job searching. As well, a number of employees have taken to listening to the radio online, which is distracting for nearby co-workers but also results in increased bandwidth usage, costing the company money.

WidgetCorp’s unwritten policy has been to overlook these types of personal usage as long as such activities did not interfere with employees’ productivity. However, it’s clear the time has come to develop and enforce a company-wide Internet usage policy. The company’s president agrees, but has requested that the new policy make reasonable allowance for personal usage during employee breaks and lunch hours, when employees are technically “off the clock.”

I now need write a memo to all employees informing them of the new policy and its details. The policy will take effect 4 weeks after you issue the email.

******Does anyone have a letter like this for your company?

[misslabeled]

That's funny. We just got one this morning. What she wrote is below and I think it was more about people yammering on their phone in the cubes more than anything (thank god). We sign off on company use of phone and pay charges.

In addition to her missive, with regard to internet as an IT team member who has to attend a boring meeting every month, we are reminded of certain things that I also suggest be included. Those are that the computer is company property and the company has the ability and the right to view and monitor all computer use and internet traffic, including email. Personal information should not be stored on the computer, and the company email address should not be used for personal correspondence.

This is what my manager wrote:

This is reminder that you should not use [company] resources for personal use. This includes copier, color printer, computers, office supplies, and phones (no long distance calls and limited personal calls), etc. Use of telephones for personal conversations must be kept to a minimum, and personal long distance and toll calls may not be charged to [company].

In order to minimize disruptions to others and to maintain a professional work environment, personal calls should be very limited in the work place. Personal calls should be conducted during your lunch hour away from your desk using public phones available in the break rooms and other areas or your personal cell phone or calling card.

Thank you,

[Gabby]

OBJECTIVE:
Establish policies for Internet access and use.
SCOPE:
This policy applies to all users (COMPANY NAME employees, contractors, vendors, and business partners) of any COMPANY NAME-managed information system resources.
RESPONSIBILITIES:
The COMPANY NAME reserves the right to access, monitor, or disclose all Internet activity as required in the course of monitoring, auditing, or responding to legal processes or investigative procedures.
Users:
Access to the Internet is provided as a business and informational resource to support and enhance the capability of Internet users to carry out their job responsibilities. Internet users are expected to handle their access privileges in a responsible manner and to follow all Internet-related policies and procedures. Users do not enjoy any right of personal privacy when using Internet services. All records created as a result of using Internet services are COMPANY NAME records. As such, these records are subject to the provisions of state laws regarding their maintenance, access, and disposition.
Agency Heads or Agency IT Managers:
Ensure that each employee, agent, contractor, or other person utilizing Internet services has been advised of and understands all policies and restrictions applicable to the use of such services. Take appropriate managerial and/or disciplinary action for inappropriate uses of Internet
services by COMPANY NAME employees or other persons accessing Internet services through that agency. Internet usage records are COMPANY NAME records.


Phone Call Policy:
Personnel calls to be kept to a minimum during work hours. Exceptions can be made during lunch and break times. Personnel cell phones are to be kept on vibrate or low volume mode during office hours to keep discuptions to a minimum.