Monitoring employees web\email\computer usage?

[amaze]

Hi,

As our company grows we have noticed some potential abuse by employees with web\email\computer usage for personal use in work time. We would like to monitor all employee activity on our work machines.

Is this within the data protection laws? Anything we need to do (we have issued a IT Policy which clearly states the rules and we can monitor PC usage). Is that sufficient?

Thanks

 

[Employment Law Clinic]

Anything we need to do (we have issued a IT Policy which clearly states the rules and we can monitor PC usage). Is that sufficient?

Hi Amaze,

This should be all you need to do, and you could take disciplinary action based on your findings, but if you want the policy checked over or any help with the potential disciplinary matters let me know, and we can discuss it.


Karl Limpert

 

[MartCactus]

Hi,

As our company grows we have noticed some potential abuse by employees with web\email\computer usage for personal use in work time. We would like to monitor all employee activity on our work machines.

Is this within the data protection laws? Anything we need to do (we have issued a IT Policy which clearly states the rules and we can monitor PC usage). Is that sufficient?

Thanks

That should be sufficient - the main thing is to make sure people are made aware of the policy (ie its not just printed out and filed somewhere). Ideally its great if you can have a copy of it on everyones desktop, or have a screen reminding them when they login.

Personally I think its good to allow some personal use in work time. Our employees often do some company work in their own time (checking mail for customer problems over weekend, in evening, etc), so I think its only fair that they are able to do some personal browsing in work time... but good to define the extent of that in the policy. We prohibit visiting sites that clearly aren't appropriate for office browsing (pirated software and music, adult, etc) and limit time to around 30 minutes per day (excluding lunch hour etc).

 

[moduslegal]

Just to add something from a data protection point of view. If you are going to routinely monitor your employees' PC/internet usage, you are supposed to inform them that you are going to do that.

If, for example, you investigated a one-off incident that a member of staff brought to your attention, you wouldn't need to.

 

[deadgoodundies]

Why not write a simple web page and host it locally that contains your IT use policy and then set it to the home page in all the browsers. That way as soon as they load the browser it will be the first thing that comes up on the screen.

 

[FireFleur]

It depends on the wording in the policy and their agreement. But yes, once you have informed, got consent and as long as the equipment is yours then you shouldn't fall foul of the data protection act for monitoring.

 

[yorkshirejames]

Don't forget phone calls (both outgoing and incoming).

 

[davbusnet]

For any info on hard/software and policies for monitoring employees or advice on IT security issues please pm me

 

[Creator]

As our company grows we have noticed some potential abuse by employees with web\email\computer usage for personal use in work time. We would like to monitor all employee activity on our work machines.

Is this within the data protection laws? Anything we need to do (we have issued a IT Policy which clearly states the rules and we can monitor PC usage). Is that sufficient?

Hi, amaze!
You are right - this is a good way to increase your employees' work effectivity. We use the following tools - Protemac Keybag and Actymac Dutywatch, I'm not sure, if these will be useful for you - they are for Mac OS only.

 

[BebeLiv]

Hi, amaze!
You are right - this is a good way to increase your employees' work effectivity. We use the following tools - Protemac Keybag and Actymac Dutywatch, I'm not sure, if these will be useful for you - they are for Mac OS only.

i think what you are looking for is this spyware ,Spotdoggy. It will log and record everything your employees types, Find out what they chats, record documents they open and print, websites they visit which is not work-relate, programs they run, emails they send and receive, and even real-time screenshots of their actual online activities. And the pricec fits for your mind too , it only cost 29.9$

 

[Pete Crane]

Hi,

As our company grows we have noticed some potential abuse by employees with web\email\computer usage for personal use in work time. We would like to monitor all employee activity on our work machines.

Before you dive off the deep end and start deploying software all over the place, just have a think about what you are proposing and how your employees will view the organisation they work in.

Having an effective AUP should really be all you need. It should be clearly laid out and all staff should be given a copy, or made aware of where they can read it. They should also be reminded of the existence of the AUP at regular periods along with whenever it is updated. You can of course have additional factors in place, such as blocking access to certain websites or applications during work hours.

Monitoring staff is effectively stating you don't trust them. It has the potential of breeding distrust between staff and management, harms morale, can increase staff turnover and actually damage productivity from creating a fear of undertaking tasks either connected or tangential to their job description. It is much better to treat your staff as adults and not subject them to working in such a controlled environment.

 

[bwglaw]

Do ensure such policies states that you reserve the right to monitor emails in accordance with the Telecommunications (Lawful Business Practice) (Interception of Communications) Regulations 2000 and reference to other legislation will be necessary, such as those mentioned.

 

[Humphrey]

This article from Personnel Today may be of interest:
http://www.personneltoday.com/articles/2006/06/22/36009/e-mail-and-internet-usage.html

 

[Joseph01]

Hi.Try to install on their computer LoginTrap.It’s tool can capture every login events by using iSight.And you'll can see what he do.Moreover notify you about login events by email. It must be helpful to you.

 

[BebeLiv]

You can install a monitor software without anyone knowing except youself . Spotdoggyspy is sth that you are looking for , Email activity is just a piece of cake .

 

[McKenny]

Well, U can use LoginTrap, but for monitor computer better use Actymac Dutywatch. I use it for my work.

 

[pebbythedog]

Pete Crane is right here. Trust is important between employer and employee. If you treat your staff like children expect them to behave like children. Many employers use work accessto email/ internet as a benefit-to be withrawn if abused. There is also the benefit to you in that the more your staff use technology the more comfortable (and efficient _) they will become. Babies and bathwater! A clear policy and shot across the bows is all that's required here. Good luck.

 

[McKenny]

I agree with the fact that you can not treat your employees like children. But some of them spend most of the time not to work, but on their personal affairs. There are no ideal workers, but if he types text in messenger every 10 seconds, then it's alarming.You can use constraints for some sites and constraints on the number of messages per day for example.

 

[Anelly]

As long you ask your employees to sign an agreement there should be no problem. You should check this article: http://blog.cyclope-series.com/2009/04/when-employee-monitoring-is-illegal/

 

[Vanilla]

I also use LoginTrap. Outstanding program, really)

 

[Joseph01]

Hi,you can try to use actymac. com ActyMac DutyWatch.It’s tool for computer monitoring.I use it’s tool record all website visited my employees,every keystroke

 

[ccp consultancy]

I do not think you need to go overboard in terms of surveilance, as long as you have an indepth electronic communications policy this should be fine

Also bear in mind the impact of social networking sites - I would have something explicit in your policy about this

There are cases coming through the courts now where people have been dismissed / fraudulent sick leave / confidential company secrets etc etc because of their status updates on F%%book. So if you are reviewing your policies it might be worth ensuring that this aspect is looked at also.

I definitely agree that the IT policy on home page of browser is a fantastic idea. Many companies operate this system. There really is no way an employee can say they didnt know on this basis

 

[muer]

I heard many people prefer to use ActyMAc DutyWatch (actymac.com ) .anybody used this app?

 

[yorkshirejames]

I've just had a related question to this topic. A company don't have an IT use policy (rightly or wrongly) and a manager went onto an employers computer, took some examples of personal use, and the employee is saying that absent a policy to the contrary, that this is an invasion of privacy/breech of trust & confidence/violation of data protection act. Any comments please?

 

[dinadana]

Hi!
I have n experience in using ActyMac DutyWatch programm. It's soft that record all internet, programmes and keyboard activity. You can watch at 6 computers max)

 

[arcon5]

the employee is saying that absent a policy to the contrary, that this is an invasion of privacy/breech of trust & confidence/violation of data protection act. Any comments please?

Since their using a work computer surely anything on it belongs to them. Its not like they have gone in their bag in searched through their phone.





But geeze, all the s'ware spammers are hard it work in here!

 

[yorkshirejames]

Since their using a work computer surely anything on it belongs to them. Its not like they have gone in their bag in searched through their phone.

I don't know is the honest answer. If someone has looked at someones' private email records then I can see how this could be a breech of Data Protection - but I can also see that the company having a robust policy stating that monitoring may be done _may_ allow them to do thus.

 

[DetectiveDenise]

I have seen several cases where staff have been dismissed because of excessive personal use in works time but no policy has been in place and the firms have had their hands slapped as a result. I also ask to see the IT policy when called in to help with these cases. Yes, get an IT policy, however I still feel 'monitoring' on a daily basis may cause problems with staff morale, make it clear what you mean is excessive in the IT policy and point it out, most of the employees will have access to the internet, emails etc through their phones now so perhaps better that they are using your equipment than sneaking off to read elsewhere.
If you feel someone is using your time excessively, have a quiet word first before going down the formal disciplinary route. Lots of things to bear in mind.
Denise

 

[Sally4]

hi you can try use actymac. com ActyMac DutyWatch .It's prog can monitor websites visited.

 

[krispykreme]

I think what you're looking for is: http://www.ilovefreesoftware.com/04/windows/business/download-time-doctor-free.html

Every business person want to save their time and money in every project, that's why they are using employee time tracking software to monitor computer activities and prevents wasted time.

Employee time tracking software plays an important role in improving employee performance.

 

[Jules_465]

Here's a solution that we use in our office. It's called DeskTime. Everyone knows about it, you have access to the information which your boss sees, so there's no breach in trust and privacy. I've found that it actually motivates me to keep to productive applications in stead of straying / taking lots of breaks.

 

[Charlie B ACS]

Says a lot about a compnay when their website doesn't tell you who they are, or where they are, and a whois lookup gives you a confidential service.

Wouldn't touch it with a barge pole

 

[ZoeRPM]

I would be more concerned about how much work people do than which websites they visit. For this you need to monitor keystrokes per hour. Anyone working in an office and using a computer should be typing at a reasonable speed (usually 50-60wpm) with regular breaks. What worries me more is how some people just spend their time playing computer games while others, who earn much less, actually do all the work.

 

[Patifg]

This is an interesting one for me. I work for a small company 5 people and our managing director downloads everyones email to their outlook account so they can read everyones company email. We have no IT policy at work at all. It does kind of bug me sometimes as I fell I am being snooped upon. Is this legal?

 

[deadgoodundies]

Company equipment so yes they can.

 

[internetspaceships]

This is an interesting one for me. I work for a small company 5 people and our managing director downloads everyones email to their outlook account so they can read everyones company email. We have no IT policy at work at all. It does kind of bug me sometimes as I fell I am being snooped upon. Is this legal?

Haha, of course you're being snooped upon. You're being paid money that's the Director's own money (people seem to forget this little detail,) to work on his equipment, (that he paid for) in a warm office that he pays to heat, so he's got every right to make sure he's getting value for his money.

 

[MrCloser]

A good company computer policy would make it clear that all computer time is monitored, even on lunch breaks.

Surviellance shouldn't be about covert keyloggers and some creepy hr manager whacking off over miss secretarie's private facebook pics.

 

[Steve Sellers]

Haha, of course you're being snooped upon. You're being paid money that's the Director's own money (people seem to forget this little detail,) to work on his equipment, (that he paid for) in a warm office that he pays to heat, so he's got every right to make sure he's getting value for his money.

I worked on an IT help desk for a large building company after leaving uni. We used to snoop all the time - often enjoying the snooping!

We used to 'snoop' on the directors of the company - one who had an obsession with gay porn on a lunch(which we found amusing due to the fact he was married with children). When they get all "this is private" we used to show them the signed IT user agreement, and tell them if they have a problem speak with the MD. Thankfully the MD was happy we were doing our jobs - it's not like he is paying people to watch porn, whether it be on a lunch or any other time.

 

[MrCloser]

it's not like he is paying people to watch porn, whether it be on a lunch or any other time.

Aren't lunch breaks usually unpaid? So how exactly does one decide what can and can't be looked at? seriously, is it about malware risk or other's interprtation of appropriate?

Steve, your evident enjoyment of snooping on unsuspecting workmates during lunch breaks is pretty creepy.

 

[internetspaceships]

Lunch breaks aren't unpaid in the world of salaries.