Instant Messaging Rules

The rapid increase in the use of the new electronic communications tool of instant messaging (IM)-expected to surpass e-mail in the near future-poses serious workplace challenges. This tool kit answers all the questions about IM, including establishing guidelines for the use of IM, overcoming security risks and productivity challenges, and managing IM as a business asset.

Nancy Flynn is founder and executive director of The ePolicy Institute and the author of E-Mail Rules, The E-Policy Handbook, and several other books. She has been featured in US News & World Report, Fortune, The New York Times, The Wall Street Journal, and on CNBC and National Public Radio. She lives in Columbus, Ohio.

Part One: What Every Employer Needs to Know About Workplace Instant Messaging

1

(44)

Introduction Why Instant Messaging Management?

3

(5)

Instant Messaging Is Used by Someone in Nearly Every U.S. Company

8

(11)

Uncovering Unauthorized Instant Messaging Use in Your Office

19

(9)

What's the Best Way to Manage Employees' Instant Messaging Use?

28

(9)

Establishing an E-Risk Management, Compliance, and Litigation Response Team

37

(3)

Instant Messaging Pros and Cons

40

(5)

Part Two: Instant Messaging and the Law: Why Every Employer Must Establish Rules and Policies

45

(22)

Instant Messaging Creates Business Challenges and Legal Headaches

47

(8)

Instant Messaging Compounds Confidentiality Concerns

55

(8)

Protecting Privacy in the Instant Messaging World: Prying Eyes May Be Reading Over Your Electronic Shoulder

63

(4)

Part Three: Establishing an Instant Messaging Policy

67

(10)

Use Written Rules and Policies to Enforce Your Strategic Instant Messaging Management Plan

69

(8)

Part Four: Content Guidelines for Clean and Compliant Instant Messaging

77

(14)

What Constitutes Appropriate (and Inappropriate) Instant Messaging Content?

79

(12)

Part Five: Establishing an Instant Messaging Retention and Deletion Strategy

91

(24)

Retaining Instant Messaging Business Records Is a Legal Necessity---and a Business Challenge

93

(5)

How to Manage Instant Messaging Business Record Retention

98

(7)

Instant Messaging Discovery: Locating Evidence---For or Against You

105

(4)

Beware the Destruction of Instant Messaging Evidence

109

(6)

Part Six: Employee Education

115

(16)

Training Is Essential to Instant Messaging Policy Compliance

117

(7)

Employee Compliance Is Key to Successful Instant Messaging Policy

124

(7)

Part Seven: Regulatory Realities

131

(14)

Instant Messaging Is Big on Wall Street

133

(5)

Regulated Firms Playing Catch-Up with E-Mail Retention

138

(3)

Instant Messaging Regulations Extend to Main Street, Too

141

(4)

Appendix A Thirty-Two Instant Messaging Rules

145

(10)

Appendix B Instant Messaging and E-Mail Policy Dos and Don'ts

155

(4)

Appendix C Instant Messaging and E-Mail Code of Conduct

159

(3)

Appendix D Sample Instant Messaging and E-Mail Policies

162

(9)

Appendix E Sample Computer Network, Instant Messaging, and E-Mail Policy

171

(6)

Appendix F Sample Sexual Harassment and Discrimination Policy

177

(3)

Appendix G Instant Messaging Vendors

180

(2)

Appendix H Glossary of Instant Messaging, E-Mail, Legal, Regulatory, and Technical Terms

182

(3)

Appendix I Recommended Reading

185

(2)

Notes

187

(16)

Index

203

(8)

About the Author

211

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Instant Messaging Rules

Summary

Author Biography

Table of Contents

Supplemental Materials