Business Department

Using e-mail in business has significant benefits, but it also brings risks managers should take steps to control

The Internet has made communicating fast, easy, and cost effective – and it is the fastest growing method of communication today. Despite these benefits, sending and receiving e-mail involves risks. As more technology is introduced into the work environment, striking a balance between company security and employee privacy becomes critical.

Why Businesses Choose E-mail Communication
There are many benefits to communicating by electronic mail – or e-mail. Some of the most powerful include:

• Immediacy and ease of communication: Electronic mail, or e-mail, provides an almost immediate exchange of messages, allowing users to effectively disseminate information to vast numbers of people, including company employees, associates, clients and vendors, regardless of location or time of day.
• Cost savings: When compared to other forms of communication, sending messages and files via e-mail is very inexpensive.
• Accessibility: E-mail makes companies more accessible to potential customers. Through automation, e-mail based queries are easily forwarded to appropriate individuals within a company. Likewise, auto-responders instantly fulfill requests for detailed information regarding a company, its products or services. Current customers also benefit from the quick exchange of information.

Risks of Using E-mail
While the benefits are drawing many employers toward increased e-mail usage, there are important risks associated with this technology that every employer should know, including:

• Potential security breaches: E-mail is generally reliable, but the ease with which persons may access, read, delete and forward messages may jeopardize the confidentiality of company materials, information, or correspondence.
• Employee abuse: Personal e-mail use on company time can become rampant when there is no monitoring or restriction. An employee may spend hours a day composing, reading, and responding to non-business related e-mail. When this happens, productivity plummets.
• Increased expenses: Heavy Internet traffic and e-mails with large files
• Overburdened systems : Heavy Internet traffic and e-mails with large files attached can cripple a network or cause it to crash. Repeated episodes can lead to expenses for technical help, technology upgrades, and more wasted resources.
• Company liability: Companies are increasingly being held liable for the contents of their employees' e-mail. Messages have been subpoenaed for cases involving libel, fraud and sexual harassment. As a result, it is now common for employers to monitor message content and to discipline employees who misuse the system.

Protecting Your Company from E-mail Dangers
An "Acceptable Use Policy" is often an effective method to address the risks associated with employee e-mail use. As part of this policy, the company must decide whether or not to monitor employee e-mail.

A clear and publicized policy alerts employees to their privacy rights, such as monitoring and archiving of messages. A policy also establishes permissible uses of the system, complaint procedures, and disciplinary action for violations.

If your company uses e-mail, be aware of the associated risks and take measures to guard against employee misuse and liability issues. This small step could protect you, your company, and your employees.

MacElree Harvey
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