The startling statistics:

• 30 - 40% of Internet use in the workplace isn't related to business.
• 70% of all Web traffic occurs during work hours.
• 70% of employees admit to viewing/sending adult-oriented e-mail at work.
• 16% have knowingly surfed porn sites while at work

What are your employees doing online during that 30-40% of their time?  They are viewing: news, travel, personal email, personal banking, shopping, auctions and sports sites.  In addition to surfing the internet, they are Instant Messaging, downloading software and music, exchanging files, toolbars and gadgets, and visiting social sites and blogs. 

The Recording Industry Association of America collected a $1 million fine from an organization found to have copyrighted music on its corporate network, downloaded by its employees.  And in another high-profile case, Chevron Corporation in 1995 was ordered to pay female employees $2.2 million to settle a sexual harassment lawsuit stemming from inappropriate jokes e-mailed internally by male employees. 

1. Develop an Internet Usage Policy for your employees.

Establish a comprehensive, clear written policy on what is acceptable usage for the Internet and email.  Make sure this policy is easy for employees to read and access.  Update your policy regularly to keep up with emerging technologies, like blogs and Instant Messaging. Link to Internet Usage Policy Sample

2. Educate your employees.

You can't afford to assume your employees understand email and Internet risks.  Provide mandatory training for all employees.

3. Monitor and enforce your policy

Implement a hardware or software solution to monitor and control your employees' access to the Internet.  Monitor your employees' activity and revise limitations if necessary.  Enforce any breaches of your Acceptable Usage Policy.

Site Blocking
The site blocking approach for content management uses a device that maintains a list of URL's (web addresses) to identify and block websites.  Solutions either rely on 'white lists', allowing access to those sites that are on the list, or a 'black list', which allows access to all sites except those on the black list.  The black list approach is preferable for businesses whose employees need less restrictive Internet access.  With the black list approach, URL's are organized into categories such as "violence" and "gambling" enabling the administrator to selectively block categories.  Most site blocking solutions update their database on a daily basis and your device would download the updates automatically.

The limitation to this approach is that it does not block Instant Messaging, email attachments, or P2P applications.

Content Monitoring
The basis for this approach is keyword blocking.  It compares the data a user enters against a database of words and phrases.  When a match is found, the data is blocked.  The problem with this approach is that it can inadvertently block legitimate pages when they contain one or more keywords.  For example, a page about cancer research might be blocked because it contains the word "breast". 

More advanced solutions not only examine the individual words, but also the context of the page, as well as the contents of chats, Instant Messaging, email attachments and applications.  These solutions allow you to create policies for individual users or groups....as well as provide real-time antivirus and anti-spyware intrusions.

Most content filtering/monitoring solutions provide powerful reporting; allowing you to see how much time is spent on the Internet, what sites are being visited, and by which users.

Under Connecticut law (Sec. 31-48d), employers who intend to electronically monitor employees must communicate their intention by prior written notice to employees. Proper notification includes posting a notice in a conspicuous place.

Contact our office if you'd like more information, or if you are interested in implementing a content filtering solution in your business.