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PRIVACY and COMPANY TELECOM POLICY "Privacy" is one of those issues that employees complain about, but do not fully understand as it relates to the workplace. They will often cite "The Privacy Act" as a law that provides them with protection from a search of their person, desk, locker, auto and even tests for drug/alcohol abuse. There IS a Privacy Act, but it is a federal law that protects people from real (or imagined) violations of privacy by the federal government. That Privacy Act does not extend to the private sector workplace. Employees should be warned about what lawyers call "an expectation of privacy" in the workplace. Employees should have such an expectation and it is management's responsibility to dispel the notion in writing and in great detail. (See our files on "Searches". Remember the last time you called a company and a recording told you that "your call may be monitored or recorded in an effort to improve customer service..."? Not all calls are monitored or recorded -- depending on the amount of phone traffic, it is not practical to do so...but the employee who eventually handles your call knows that management just might listen to your. That employees has no expectation of privacy -- and in more and more workplaces, there is no such expectation. Here is a sample policy that you may wish to adapt to govern the use of company phones, computers, fax machines and other telecommunications gear as it relates to employee privacy: We respect your privacy, but employees are reminded that privacy does not extend to work-related conduct or the use of company-owned equipment, supplies or property. While you have access to e-mail, the Internet and our voice mail and all of our communications systems are accessible at all times by (the company), and may be subject to periodic, unannounced monitoring, recording or inspections for business purposes. All passwords used on our systems must be available to (the company), and employees may not use secret passwords. Backup copies of voice mail are maintained and will be referenced for business and legal reasons. Employees are expected to use the telephone, voice mail systems and computers for company business only and not for personal purposes. Employees are not to use the company's computers, telephone or voice mail systems in any way that may be disruptive or offensive to others, including, but not limited to, the transmission of sexually explicit messages, cartoons, common gossip, ethnic or racial slurs, or anything that may be construed as harassment or disparagement of others. Personal or other inappropriate use of the company’s property or information systems will result in disciplinary action.
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