The Importance of Electronic Monitoring at the Workplace

On this essay, I would like to introduce my readers to the importance of electronic monitoring at the work place. Employers are struggling to earn the understanding of their employees. It is a struggle between employee's and employers regarding the privacy rights. I will write about the hardship employers encountered when employees abuse their email and Internet privileges. Persuasive Essay

The use of company's office equipment has reached its peak. According to Dell (2006), 26% of us admit that surfing the web is our favorite past time. A survey conducted by sarlary.com and AOL, "There are at least 20% that access the web more than 10 times a day. While 62% access the web at least once a day for personal use." Many employers are finding that their employees not being productive during office hours. All activities performed on the company's office equipment become company property, including personal emails and telephone conversation.

Many employers are concerned about the legality surrounding company office emails and personal discussions. There have been court orders for emails subpoenaed due to a filed lawsuit. Particularly in sexual harassment claims, the emails can be an item for evidence. Employers and management will be and may be held responsible for not trying to stop the harassment in its early days. Employers are especially called to the stand in court if the emails and communications happen via office computers. Legal lawsuit cost companies' money and embarrassment. Many courts has ruled in favor of the employer, however the need for employers to be actively involved on the day to day monitoring of the Employees' activities will reduce the legal lawsuit filed.

Security concerns regarding virus, Spam, intrusion of company's network and leak of confidential information; suggest that employers find ways to monitor their Employees' Activities. Viruses can easily enter the company's network through any email. There is a financial setback, when virus enters the company's network. The day's work will not get done. For example for a billing firm, this means all their billing will not be posted for the day.

Sometimes, important data can be lost and cannot be retrieved anymore. Many companies have invested in anti-Spam and anti-virus programs. These programs filter and scan all outgoing and incoming emails for possible virus and Spam email. The cost to hire an expert and onsite IT / MIS personnel can be very expensive. Some of these professionals charge by the hour. There is no guarantee how long it will take to clean up the computer or many computers. The fees being charged by IT/MIS personnel to recover lost data can be very expensive. Lastly, after such an expensive bill, the employer will definitely want to know how the virus got into the company's computer. Therefore, another day is wasted tracking and tracing the steps of the virus. Those of us familiar with computers and virus will know the Danger that virus pose for computers. Once they infect, your computer they will multiply and send the same virus (sometimes in stronger and deadlier forms) to others in your address book. Sometimes a virus can easily be deleted, and your computer will be fine. Sometimes the virus attacks your computer, and that is the end of your computer's life. Imagine the damage of a virus entering a company's address book. You receive the virus through your office computer; the virus multiplies and sends himself or herself to everyone in your address book. This includes customers' Addresses and Vendors' Addresses. Now the employer has a corrupted network, upset customers and angry vendors. Another reason why employers choose to installed email-monitoring devices. The device includes Spam and virus protection. This means all your emails will be scan before they are placed in your inbox. All of your emails are read before you see them.

Larger companies have higher risks and concerns. Concerns about the release of unauthorized confidential data have risen over the years. According to Dell (2006), as much as 38% of company has admitted to hiring new staff; their only duty was to read outgoing emails. There are Programs to scan or to filter email to ensure that trade secrets are not being released intentionally or un-intentionally. The cost comparison outweighs the negative impact the company will endure if confidential trade secrets were released. I believe this is only fair. If you were the owner of a spaghetti restaurant, would you want someone to know your secret sauce? If your competitor knew, would your spaghetti still be the best in town? The loss of business can affect all levels. The owner will need to lay off a few employees to keep the business running. If the employee was terminated due to slow business, he/she cannot pay bills without a job. The domino effect is all around. The same tactic can happen in an office environment. If the company confidential trade secrets were released to the competitor, there will be a decline in business. To keep the business running and to maintain low operating cost, personnel restructuring will happen. It is not fun to be laid off without work. Would you rather be monitored at work and still have money to pay rent? I would. Monitor all you want, I need to pay my bills. If all employees do exactly what they are hired to do, there will not be a need to monitor your activity.

Technology has taken many forms. There are Hearing device

smaller than your hair follicle, and hidden cameras smaller than your keys. Customer service base companies will invest in recording Devices to record and monitor each call for quality assurance. Data entry Companies rely on the employee's fast and accurate entry of information. For this reason, Companies will invest in keystroke monitoring.

An employer that correctly announces to the employees, the employer use of electronic equipment is solely for the purpose of monitoring work performance is correctly following the law. The employers are also preventing costly lawsuit when they announce to their employees their intent for recording. Monitoring device can serve as a key to an employee work habits as well as the employees' where about.

Many off site sales personnel are issued company cell phones. Many companies also offer their employees vehicle for business use. Employees who carry and use company cell phones are vulnerable because the employer can hear all of the conversation. The employers also know the date, time and telephone numbers of the individual you speak to. They can go as deep as listening in on the conversation to know if you have made any comment to upset the company's VIP account. For those employees who have been given a car to use for business, I suggest you to avoid calling in sick while using the company car to drive to Vegas. The company will know. Many employers have tracking devices set up to know the exact location of the vehicle. This is a sure fire way to get fired. Employees must realize and learn "what you at work is the boss's business"(Dell, 2006, Snooping Bosses ¶ 3). Every employee should understand the company's policy and guidelines about the limitations on computer usage. Some company will allow some flexibility and permit a few personal favors. I know my company allows us to access the web for a quick glance of our bank account or quick email. Spending more than 30 minutes on your personal emails is considered abuse of office computer.

Many employers find it is necessary to send a clear message to all employees. According to Dell (2006) At least 32% of employers will take disciplinary actions against their employees for abuse of office equipment. Disciplinary actions include demotion, termination and leave of absence for an extended period of time without pay. Did you know many emails could be legally archived for future viewings to determine the abuse factor? "22% have terminated an employee for violating the email policy"(Nord, 2006, p2)Conclusion

An Employer has legitimate reasons to monitor and record all activities where they conduct their business matters. The jobs are available for those of us willing to commit and work. If I was the owner and my employees spent their day web browsing and not taking care of the customer, I would want to know which employee. It would not be fair to terminate all the employees; it could be possible that only one employee is web browsing all day and spending time on personal calls. Therefore, the need to install electronic monitoring device becomes necessary. Once an employer installs the monitoring device, whenever in doubt the employer can simply check which employee is working and which ones are non productive. As an employee I understand the need for privacy, however, when the employee's abuse the Internet and email privileges immediate actions is necessary. Many employers are very flexible and understand when a there is a need to access your email for two seconds during office hours. The problem arises when the privilege is being abused. It is hard when you as an employee follow the rules, and is being monitored because of another employee's mishap.

References

Amour, S. (2005,June). More companies keep track of workers' email. Retrieved March 24, 2007, from EBSCOhost database.

Aspen Publishers, Incorporated (2006). Employer's guide to workplace privacy. Retrieved March 24, 2007, from the University of Phoenix Library Website: http://axiaecampues.phoenix.edu

Coombes, A. (2006,June). Email abuse at work could get you fire. Retrieved March 24, 2007, from http://www.careerjournal.com

Dell, K. (2006,September). Snooping bosses 68(11),p62-64. Retrieved March 24, 2007, from EBSCOhost database.

Dickson,Phillip D. (2001). Employee privacy rights & wrongs (2^nd edition) (pp3-54) Brentwood: M. Lee Smith Publishers LLC.

Nord, G.D., McCubbins, T.F., & Nord, J.H. (2006, August).

E-monitoring the workplace: Privacy, legislation and surveillance software. Communications of the ACM 49(8), p.72. Retrieved March 23, 2007, from the Proquest database.

Zachary, M.K. (2007, January).Labor law. Supervision, 68(1), p.23-26. Retrieved March 23, 2007, from EBSCOhost database.