The American Management Association recently released a survey it conducted in cooperation with the ePolicy Institute entitled "2005 Electronic Monitoring & Surveillance Survey." While the results are not necessarily surprising, they are eye opening and affirm the risks employers, and employees have when the misuse of technology occurs.

Employers are putting teeth into their technology policies and enforcing them. 526 companies participated in the survey.

• 26% have fired workers for abusing their internet connectivity.
• 25% have fired employees for email abuse.
• 6% have fired employees for misusing office telephones.

• Web surfing is the greatest concern. 76% of those surveyed report monitoring this.
• 65% limit the web sites employee may visit.
• 55% retain and review the employees’ email.
• 50% store and review the employees’ electronic files.
• 36% use key-loggers to see everything typed and monitor the time spent on the computer.

In most, but not all cases, the employees are aware of the retention and reviews. I recommend telling employees in a clear and conspicuous manner what the rules are as well as the enforcement remedies. This is necessary to protect both parties. A well crafted Internet Acceptable Use Policy should be in use and all employees should be familiar with it. A template is available in the Bankers Tools.

“Concern over litigation and the role electronic evidence plays in lawsuits and regulatory investigations has spurred more employers to implement electronic technology policies,” said Nancy Flynn, executive director of The ePolicy Institute and author of several books on email, and instant messaging rules as well as others on the use of computers in the workplace. “Workers’ e-mail, IM, blog and internet content creates written business records that are the electronic equivalent of DNA evidence,” said Flynn, noting that 20% of employers have had e-mail subpoenaed by courts and regulators and another 13% have battled workplace lawsuits triggered by employee e-mail, according to a survey last year.

In addition to concerns over computer use, there are other risks that need to be addressed as well.

• 57% of employers block access to 900 lines and other unauthorized phone numbers.
• 19% of employers tape the calls of employees in selected job categories.
• 3% of employers record and review all employees’ telephone conversations.
• 15% of employers tape or review voice mail.

More than half of the companies surveyed use video monitoring to counter theft, violence and sabotage. Your cameras in the cash handling areas protect your financial institution as well as your customers. Cost and control considerations should account for this when purchasing, installing and maintaining this equipment.

It is important that as a user, you know what your financial institution will monitor. As a officer and possibly senior manager, it is important that you have policies and procedures in place to mitigate risks and control the use of your assets. Failure to do so may increase your liability in the event of litigation or criticism.