Mission critical: intelligent internet use. (Employment Practices).

You've given them a broadband Internet connection and desktop access, but have you provided your employees with an intelligent internet use policy that will help minimize liability, increase productivity and bolster your company's positive image in the marketplace?

MINIMIZE LIABILITY

Potential liability can be significantly reduced by strictly enforcing a company policy that forbids browsing of pornographic and other offensive websites. If the viewing of objectionable material is a serious problem in your workplace, software and hardware is available to filter Web content and add an extra layer of security.

However, Internet use is not limited to Web surfing; it also include e-mail. Transmission of inappropriate jokes and images via e-mail can be very unproductive and easily cause discomfort for some personnel resulting in litigation that could have been avoided.

Your internet use policy also should include a zero-tolerance policy toward copyright infringement. Are employees using downloaded copies of WinZip that are past their 30-day evaluation period? Perhaps you know of a few staff members who shore their MP3 collections on company equipment? In a lax environment, it's easy for copyright infringement to get out of hand, and this could easily result in hefty fines during a software audit. Recently, an Arizona technology firm was fined $1 million because its employees were storing MP3 files on company servers.

CREATING A SAFE WORK ENVIRONMENT

Virus prevention and protection should be another key area of your internet use policy. Because viruses often spread through infected software, downloading, software from the Internet form a possibly untrustworthy website can be very risky. Downloading or installing programs (even business-related programs) over the Internet exposes your company to the risk of virus infection and should be tightly controlled.

Viruses also are frequently transmitted through e-mail. Educate your employees about the dangers of opening e-mail attachments, particularly form senders they do not know personally. As a general rule, your internet use policy should dictate the employees maintain a very cautious attitude toward viruses. Virus outbreaks can be extremely costly and laborious to repair, and often lead to the loss of irreplaceable company data.

REMOTE ACCESS

As you draft you company's internet use policy, don't forget to address users who may be accessing the company network remotely. Perhaps you have employees that connect remotely over a modem or though a virtual private network (VPN).

New remote-access technologies make it easier than ever for employees to use their home PCs to work on documents and spreadsheets that are shored on the office LAN. While this allows employees to be more flexible and productive, it al brings greater risk of security breaches and virus outbreaks.

Inappropriate Internet use reduces available bandwidth for business use. Regardless of that type of communication line your business has, the bandwidth or amount of information that can be transmitted has limitations. If someone is using the Internet to listen to an online radio station, the speed of the Internet for everyone else in the office will be adversely affected.

TURN YOUR PLAN INTO ACTION

Develop, communicate and implement an internet use policy that resides as a standing section in your employee handbook. Although you should avoid adopting a cookie-cutter policy, the AICPA's Management of an Accounting Practice Handbook has a sample policy that you can adapt for your business.

Let common sense be your guide. Lead by example: don't forward offensive jokes or images, avoid personal browsing at work and don't open e-mail attachments.

Implement technology that can enforce your internet use policy, such as, antivirus software, firewall technology, security patches, Web and e-mail monitoring software and content filtering software.

Backup your computers and confirm your computer backups are working as designed.

Internet browsing, e-mile, file downloading and remote access are fundamental business practices, not leading-edge technologies. However, appropriate use of these technologies is mission critical.

Jim Torii, MCSE, CPA and David Benoff, MCP are network consultants who service small to medium-sized businesses. You can reach Torii and Benoff at [e-mail] and [e-mail] or [phone].