The E-Policy Handbook

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ISBN: 9780814470916 | 0814470912
Cover: Paperback
Copyright: 1/8/2001

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"Regulating company e-mail and Internet usage isn't a ""big brother"" tactic. These days, it's just smart business. That's because trillions of e-mails travel each year through corporate networks--and they're not all work-related. From off-color jokes to pornographic images, from software pirates to eBay addicts, digital abuse has left companies wide open to liability risks, security breaches, and productivity nosedives. The most effective--and least used--way for a company to protect itself is by developing clear, comprehensive e-policies. And this completely thorough, up-to-date, and readable e-policy survival kit will make it easy. Packed with step-by-step guidelines, sample policies, and e-disaster stories, The E-Policy Handbook helps readers: Realize the magnitude of e-risks * Understand cyberlaws * Gauge the vulnerability of their organization * Purchase protective cyber-insurance * Write and format top-notch e-policies * Train employees about on-line policies * Draft an e-crisis communications plan, and more."

Foreword

xiii

Preface

xvii

PART ONE Getting Started: Assessing Your Organization's E-Risks

(30)

Introduction

(8)

Why Every Organization Needs E-Mail, Internet, and Software Usage Policies

(1)

In the Electronic Office, Risks Abound

(1)

No Employer Is Immune from E-Risk

(1)

Keeping Employees on Track When They Are Online

(4)

Take a Proactive Approach to Risk Prevention

(2)

Forming Your E-Policy Team

(6)

Potential E-Policy Team Members

(3)

Recap and E-Action Plan

(3)

Conducting a Comprehensive E-Audit

(14)

Introduction: Uncovering Computer System Uses and Abuses

(1)

Host a Preliminary Planning Session with Managers

(1)

Generate Staff Support for Your E-Audit

(8)

Recap and E-Action Plan

(4)

PART TWO Developing E-Risk Management, E-Security, and E-Insurance Policies to Limit Liabilities

(48)

Cyberlaw Issues: Understanding Employee Rights and Employer Responsibilities

(16)

Talk with a Cyberlaw Expert

(1)

Reconciling Privacy Expectations with Privacy Rights

(1)

Stay Out of Court by Putting It in Writing

(1)

Serve Notice before You Peek

(4)

Sexual Harassment, Discrimination, and Defamation

(1)

(2)

Trade Secrets

(2)

Policy Enforcement

(1)

Sign on the Dotted Line

(1)

Recap and E-Action Plan

(3)

Developing an Effective E-Risk Management Policy

(12)

Establish a Policy Governing Document Creation and Content

(1)

Give Your Employees Rules to Work By

(1)

Establish a Document Retention and Deletion Policy

(1)

There Is No Good Reason to Save E-Mail Files

(1)

If You Must Retain E-Mail, Be Smart about It

(1)

The High Cost of E-Mail Retention

(1)

What's Your Excuse for Retaining E-Mail?

(1)

Force Employees to Empty Their Mailboxes

(2)

Limit Liability by Enforcing Risk Management Policies

(1)

Hush...Keep Your Password to Yourself

(1)

Restrict Computer Access

(1)

Investigate Unusual Behavior

(1)

Use Monitoring Software to Catch Bad Electronic Behavior

(2)

Recap and E-Action Plan

(1)

A Computer Security Policy to Reduce External Risks

(8)

Ten Tips for Enhanced Computer Security

(5)

Form a Security Posse

(1)

Recap and E-Action Plan

(1)

Using Cyberinsurance Policies to Help Manage E-Risks

(10)

Employment Practices Insurance Helps Limit E-Mail Risks

(1)

Crisis Communications Coverage Helps You Recover from E-Disaster

(1)

Ward Off Bugs with Computer Virus Transmission Coverage

(1)

Insure against Copyright and Trademark Infringement with Media Liability Coverage

(1)

Patent Infringement Coverage Insures against Multimillion-Dollar Claims

(1)

Fight Cyberterrorism with Extortion and Reward Coverage

(1)

Cover Third-Party Losses with Unauthorized Access/Unauthorized Use Coverage

(1)

Specialized Network Security Coverage Helps Guard Confidential Data

(1)

Computer Software and Services E&O Coverage Insures against Advice, Service, or Product Failure

(1)

Product Liability Insurance Covers Product Failures

(1)

Directors' and Officers' Coverage Protects Business and Personal Assets

(1)

Business Interruption Coverage Can Help Keep You Up and Running

(1)

Guard Against E-Theft with Crime Loss Insurance

(1)

Protect Your Computer Assets with Electronic Data Processing (EDP) Coverage

(1)

Recap and E-Action Plan

(2)

PART THREE Crafting Effective E-Mail, Internet, and Software Policies

(48)

The Basics of E-Policy Development

(6)

General Guidelines for Effective E-Mail, Internet, and Software Usage Policies

(3)

It's Time to Get to Work on E-Policy Development

(1)

Recap and E-Action Plan

(2)

E-Mail Policy Considerations: Think before You Send

(8)

Instruct Employees to Avoid E-Mail When...

(1)

Advise Employees to Use E-Mail When...

(2)

Attachment Guidelines for E-Mail Senders

(1)

Attachment Guidelines for E-Mail Receivers

(1)

Forwarding E-Mail

(1)

Listserv Guidelines

(1)

Writing Guidelines

(1)

Recap and E-Action Plan

(2)

A Netiquette Primer for Employees and Managers

(10)

Mind Your Electronic Manners

(1)

Establishing Netiquette Guidelines for Employees

(5)

Special Netiquette Considerations for Managers

101

(3)

Recap and E-Action Plan

104

(1)

Internet Policy Considerations: Keeping Employees in Line While They're Online

105

(6)

Establish and Enforce a Comprehensive Internet Policy

105

(1)

Ban Inappropriate Sites

106

(1)

Prohibit the Wasting of Computer Resources

106

(1)

Enforce Language Guidelines

106

(1)

Keep Web Copy Lean

106

(1)

Apply the ABCs of Effective Electronic Writing

107

(1)

Battle Technological Challenges with Technological Solutions

107

(1)

Train, Train, and Train Some More

108

(1)

Recap and E-Action Plan

108

(3)

Software Policy Considerations: Don't Let Software Pirates Sink Your Ship

111

(16)

Software Piracy in the Workplace

113

(1)

Softlifters Will Be Prosecuted

114

(1)

The High Cost of Software Piracy

114

(1)

Educate Employees about the Dangers of Workplace Piracy

115

(1)

Software Usage Checklist for Employers

115

(3)

Manager's Tip Sheet: Answers to Employees' Most Common Software Piracy Questions

118

(8)

Recap and E-Action Plan

126

(1)

PART FOUR Establishing an Electronic Writing Policy for Employees

127

(50)

E-Writing Guidelines Ensure Speedy---and Safe---Communication

129

(8)

Assessing and Addressing Employees' Electronic Writing Needs

129

(1)

Managerial Writing Review

130

(2)

Understanding Employees' Electronic Writing Concerns

132

(4)

Putting Your E-Writing Findings to Work

136

(1)

Recap and E-Action Plan

136

(1)

Powerful and Persuasive, Safe and Secure Electronic Writing

137

(8)

Writing a Subject Line with Real Oomph

137

(2)

Grabbing and Holding the Electronic Reader's Attention

139

(1)

Separating the Weak from the Strong

140

(1)

Applying the Inverted Pyramid to Electronic Writing

141

(1)

Don't Be a Mystery Writer

142

(1)

Why an Inverted Pyramid Approach to E-Documents?

142

(2)

Recap and E-Action Plan

144

(1)

The ABCs of Effective Electronic Business Writing

145

(10)

Accuracy: Speedy Doesn't Mean Sloppy

145

(1)

Spelling Counts, Even in Cyberspace

146

(1)

Five Electronic Spelling Tips

146

(1)

Brief Is Best: Trim the Fat from Electronic Writing

147

(1)

Aim for Simplicity

148

(1)

Strive for an Active Style

148

(1)

Power Words Vs. Puny Words

149

(1)

Three Sources of Waste

150

(1)

Clear Writing Is Persuasive Writing

150

(1)

Selecting an Appropriate Tone for Electronic Correspondence

151

(1)

Consider the Five Ws

152

(1)

Take Yourself Out of the Picture

153

(1)

Recap and E-Action Plan

153

(2)

Watch Your Cyberlanguage

155

(16)

Controlling Content to Control Risk

155

(1)

Using Conversational Language

156

(1)

Bending a Few Rules to Strike an Appropriate Tone

156

(1)

Avoiding Sexist Language

157

(1)

Strategies to Keep Electronic Writing Gender-Neutral

157

(3)

Establishing Company-Specific Language Guidelines

160

(2)

Avoid E-Communication Pitfalls

162

(3)

The Language of Electronic Abbreviations

165

(1)

Electronic Acronyms Create New Challenges

165

(2)

Smileys Can Warm Up or Dumb Down Communication

167

(2)

Recap and E-Action Plan:

169

(2)

Formatting Written E-Policies, E-Mail Messages, and Internet Copy

171

(6)

Keep Policies Brief

171

(1)

Incorporate White Space into Policies

171

(1)

Rely on Bold Headlines and Subheads in Policies

172

(1)

Include a Table of Contents in Each Policy

172

(1)

E-Mail and Internet Formatting Guidelines

172

(3)

Recap and E-Action Plan

175

(2)

PART FIVE Getting Employees On-Board with Your Online Policy

177

(14)

Rallying the Support of Managers

179

(8)

In the Battle against E-Risks, Managers Form the Front Line of Defense

180

(1)

Train Your Trainers

180

(1)

Managers' Tip Sheet: Answers to Employees' Most Common E-Policy Questions

181

(4)

Recap and E-Action Plan

185

(2)

Instilling a Sense of E-Policy Ownership among Employees

187

(4)

Tips for Training Employees

188

(1)

Continuing Education Is Directly Linked to Success

189

(1)

Don't Forget to Train Your E-Writers and E-Crisis Response Team

189

(1)

Recap and E-Action Plan

190

(1)

PART SIX Responding to E-Crises and Recapping E-Policy Needs

191

(24)

Fighting Internet Disasters: Drafting an E-Crisis Communications Policy

193

(10)

Hoping for the Best, Preparing for the Worst

193

(1)

Are You Prepared to Handle an E-Crisis?

194

(1)

The Potential for Electronic Crises Is Huge

194

(1)

People Problems Cannot Be Avoided

195

(1)

Incorporate Crisis Communications Planning into E-Policy Development

196

(2)

Avoid Common Media Relations Mistakes

198

(3)

Recap and E-Action Plan

201

(2)

E-Policy Dos and Don'ts

203

(4)

203

(2)

Don't

205

(2)

E-Policy Development and Implementation Checklist for Employers

207

(8)

Appendix A: Sample E-Mail, Internet, and Computer Use Policies

215

(16)

Appendix B: Sample E-Risk Management Policy

231

(8)

Appendix C: Sample Software Usage Policies

239

(14)

Appendix D: Glossary of Computer and Electronic Writing Terms

253

(10)

Appendix E: Resources and Expert Sources

263

(4)

Appendix F: Suggested Reading

267

(2)

Notes

269

(10)

Index

279

(6)

About the Author

285

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The E-Policy Handbook

Summary

Author Biography

Table of Contents

Supplemental Materials