April 13, 2015
Appropriate Internet Use
Note to Trainer
Copyright © 2010 WeComply, Inc. All rights reserved.
April 13, 2015
Appropriate Internet Use
Introduction
Copyright © 2010 WeComply, Inc. All rights reserved.
Ethics and Compliance Basics
Overview
Internet has revolutionized the way businesses and other organizations operate
Appropriate Internet use is essential to our organization
Inappropriate use can be extremely detrimental
• Workplace discrimination
• Copyright infringement
• Securities-law and antitrust violations
• Loss of trade secrets
• Computer viruses and bandwidth issues
Copyright © 2010 WeComply, Inc. All rights reserved.
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Ethics and Compliance Basics
E-communications
Electronic communications can create significant legal risks
• Messages may go out without deliberation/review that typed/proofread letter
might receive
• Humor/sarcasm may be misinterpreted when
committed to writing
• Use special care in all that you do with our
e-communication systems
• Whatever you communicate electronically can be
retrieved and traced back to you
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Ethics and Compliance Basics
In the news…
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Ethics and Compliance Basics
Monitoring and Access
We reserve the right to monitor, access and disclose the e-communications and
Internet activities of everyone who uses or accesses our system
We may monitor —
• When data on your computer is needed, but you are
unavailable
• When we suspect that someone is making
unauthorized or improper use
• To determine if illegal material/unlicensed software is being stored or used
• In response to requests in legal or regulatory proceedings
• For resource-planning purposes
Copyright © 2010 WeComply, Inc. All rights reserved.
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Ethics and Compliance Basics
In the news…
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Ethics and Compliance Basics
Personal Use
Computer systems are to be used for carrying out our business needs
Personal use that interferes with your work performance is prohibited and
will be considered grounds for discipline
You should have no expectations of privacy for
any e-communication or Internet activities on
our information systems
Don't rely on deletion or erasure of
e-communications as means of keeping them "private" in any respect
Copyright © 2010 WeComply, Inc. All rights reserved.
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Ethics and Compliance Basics
Social Networking
We can now broadcast content through a vast array of Internet outlets
• Facebook, LinkedIn, MySpace
• Blogs, podcasts, YouTube
Most social-networking activity occurs during
business hours but not for business purposes
Social-media use can lead to many types of business/legal issues
• Certain posts could expose both you and our
organization to legal action
• Posts to social-networking sites can be used as evidence in lawsuits
Copyright © 2010 WeComply, Inc. All rights reserved.
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Ethics and Compliance Basics
Social Networking (cont’d)
Limit your social-networking activity at work to personal or break time
Never —
• Post negative or disparaging comments about our
organization
• Speak for our organization
• Use our logo or other intellectual property
• Use our computer network for any prohibited communications
Think before your post, tweet or click!
Copyright © 2010 WeComply, Inc. All rights reserved.
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Ethics and Compliance Basics
Pop Quiz!
Assuming that this is an employee’s personal blog, which of the
following statements is the most accurate:
A. Since this is not a company blog, the author’s entry cannot be
the basis for any legal liability or adverse employment
consequences.
B. This entry could implicate the company in a violation of the
Americans with Disabilities Act.
C. This entry illustrates an employee’s conflict of interest.
D. This entry could get the employee fired even though it doesn’t
violate a specific law or company policy.
Copyright © 2010 WeComply, Inc. All rights reserved.
10
Ethics and Compliance Basics
Inappropriate Communications
We strictly prohibit —
• Sending anything that would violate discrimination and harassment laws
• Communicating in a way that would
compromise confidentiality or violate any laws
• Soliciting for ventures unrelated to our
business
• Transmitting any material you are not authorized
to access
• Retaining messages that were misaddressed or sent inadvertently
• Sending communications that attempt to hide your identity
Copyright © 2010 WeComply, Inc. All rights reserved.
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Ethics and Compliance Basics
Pop Quiz!
Which of the following statements is the most accurate:
A. Because instant messages are generally not saved on the
participants’ computers, they cannot be the basis for any legal
liability.
B. This exchange illustrates a violation of privacy by “Fam45”
against “Page 16”.
C. This entry could get “Fam45” fired even though it doesn’t
violate a specific law or company policy.
D. If “Page16” works with and reports to “Fam45”, this exchange
is an example of quid pro quo sexual harassment by “Fam45”.
Copyright © 2010 WeComply, Inc. All rights reserved.
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Ethics and Compliance Basics
Prohibited Internet Use
We also prohibit —
• Accessing pornographic sites
• Accessing information that you're not authorized to
access
• "Hacking" into computer systems
• Excessive non-work-related use
• Downloading files without authorization
• Conducting job searches
• Anything that could incur liability for copyright infringement, defamation,
insider trading, workplace discrimination, or other unlawful conduct
Copyright © 2010 WeComply, Inc. All rights reserved.
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Ethics and Compliance Basics
Passwords
Memorize your passwords and change them periodically
• Don't write down or share your passwords with anyone
• You are responsible for all messages, files and other
data created, edited or sent under your password
• Don't leave your computer or device unattended
without password protection
• Notify the IT department promptly if your
computer or device is lost or stolen
• Be on the lookout for social engineering
Copyright © 2010 WeComply, Inc. All rights reserved.
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Ethics and Compliance Basics
Passwords (cont’d)
Memorize your passwords and change them periodically
• Don't write down or share your passwords with anyone
• You are responsible for all messages, files and other
data created, edited or sent under your password
• Don't leave your computer or device unattended
without password-protection
• Notify the IT department promptly if your
computer or device is lost or stolen
• Be on the lookout for social engineering
Copyright © 2010 WeComply, Inc. All rights reserved.
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Ethics and Compliance Basics
Working Remotely
Working remotely involves added responsibilities:
• To use our e-communications systems safely and securely
• Keep our organization in compliance with all
applicable data-privacy laws
These responsibilities apply at home, in the office
or on the go
All computers and handheld devices must be password-protected and
approved by IT Department before you may use them for work
Non-exempt employees must record all time spent on work-related matters,
whether inside or outside the workplace
Copyright © 2010 WeComply, Inc. All rights reserved.
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Ethics and Compliance Basics
Working Remotely (cont’d)
Working remotely involves added responsibilities:
• To use our e-communications systems safely and securely
• Keep our organization in compliance with all
applicable data-privacy laws
These responsibilities apply at home, in the office
or on the go
All computers and handheld devices must be password-protected and
approved by IT Department before you may use them for work
Non-exempt employees must record all time spent on work-related matters,
whether inside or outside the workplace
Copyright © 2010 WeComply, Inc. All rights reserved.
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Ethics and Compliance Basics
Pop Quiz!
While on a business trip, Zoe left her PDA in a cab. She called the
cab company, but they did not have it. The device was passwordprotected, so she decided to wait until she returned to the office
to report it. Was this okay?
A. Yes, because it could still be found by the cab company.
B. Maybe, because it's password protected.
C. No, if there's a way the device can be disabled remotely.
Copyright © 2010 WeComply, Inc. All rights reserved.
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Ethics and Compliance Basics
Violations
Employees who violate policies, rules or laws will be subject to discipline, up
to and including discharge from employment
Employees who make excessive personal use of
e-communication systems may be responsible for
costs
Upon termination, employees must return all
property issued for work purposes
Employees who discover a violation of any rules have a duty to notify their
supervisor or the IT Department as soon as possible
Copyright © 2010 WeComply, Inc. All rights reserved.
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Ethics and Compliance Basics
Final Quiz
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April 13, 2015
Questions?
Copyright © 2010 WeComply, Inc. All rights reserved.
April 13, 2015
Thank you for participating!
This course and the related materials were developed by
WeComply, Inc. and the Association of Corporate Counsel.
Copyright © 2010 WeComply, Inc. All rights reserved.