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HR Support on Electronic and Mobile Device Security in Companies
Editor's Note: Why securing electronics is so important.
Overview: Part of a good risk management plan is electronic device security. This is the technology age, and no matter what the business, from small store to a large multi-national corporation, technology is being utilized. With the growth in technology, though, comes an increase in security risks that employers must guard against. When securing electronic devices, employers should protect against employee abuse and protect employees from thieves.
The more technology an employee is given - laptops, phones, tablets, etc. - the more access he or she will have to an employer's business information - this might mean trade secrets, customer data or any other sensitive information that could be used against the employer at the termination of the employee. Having safeguards to protect against such concerns, such as ways to limit data access or creating enforceable employee contracts protecting the information, will help prevent future trouble.
Outside of the concerns about employer information, HR also needs to be concerned with employee information. Securing electronic systems that store personal information about employees or teaching employees how to secure their own information on employer-issued devices will help stop embarrassing security breaches and make sure that employees feel safe from concerns such as identity theft.
Trends: Bring your own device (BYOD) policies are a recent trend where employees access employer networks and servers with their personal technology. This can cause problems for employers who have limited ability to secure the devices and their own information. However, it can also mean significant saving for employees who do not have to pay for electronic devices at the same extent that they would without a BYOD policy.
Ashley Shaw, J.D., Legal Editor
Latest items in Electronic Device Security
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High-Tech/Software and Communications Resource Center for HR: Securing Employer Property and Information
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Exit Interview Policy
An employer may use this policy to convey the purpose for and importance of conducting exit interviews with employees departing the organization. Given that employers may collect valuable, candid information regarding employment practices from outgoing employees and may also identify post-termination risks such as lawsuits, employers are strongly encouraged to conduct exit interviews with all willing, outgoing employees. This policy can be used to put current employees on notice of the employer's intention to conduct such interviews and what the employer intends to do with the information it gathers.
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Workplace Security
Employers must take measures to safeguard property and personnel from threats such as theft, fraud, violence, terrorism, severe weather and fire. This section assists HR personnel in evaluating threats, assigning responsibilities and developing appropriate security procedures.
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New State Laws Address Photographs of Victims by First Responders
Recently passed state laws have sought to prohibit the taking of photographs and video recordings at accident and crime scenes based on the privacy rights of individuals and their families. Employers should be mindful of these developments and instruct employees accordingly.
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How to Monitor Employee Use of Company Property Including Vehicles and Cell Phones
Employers often provide employees with property and equipment such as computers. Accordingly, employers may restrict employee use of employer property, equipment and vehicles to work time only and condition use upon legitimate business purposes. The degree of monitoring that is permitted will depend in part on the reasonable expectation of privacy of employees in any given situation.
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Workplace Security: Montana
In-depth review of the spectrum of Montana employment law requirements HR must follow with respect to workplace security.
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Workplace Security: Oklahoma
In-depth review of the spectrum of Oklahoma employment law requirements HR must follow in respect to workplace security.
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Workplace Security: Missouri
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HR guidance on the importance of securing employee electronic devices.