How to Create an Employee Monitoring Policy Template

Does your company already use employee monitoring?  If so, do you have an employee monitoring policy template in place?

Ideally, all companies should include monitoring policies within HR handbooks so that workers—including new hires—understand the expectations when using company-owned devices like phones, tablets, and computers.

Workplace Monitoring Limitations and Legal Guidelines

Currently, only Connecticut and Delaware require that businesses notify employees about monitoring software or policies. However, transparency is crucial when establishing trust between employers and employees, and disclosing company-wide monitoring or surveillance endeavors ensures that employees understand how and why they are being tracked or watched.

Companies who are unsure how to provide written disclosure statements about monitoring can review an employee monitoring policy template as an example but should discuss their needs and concerns with a legal team or legal professional.

Examples of Employee Monitoring Guidelines

If your company hasn’t incorporated monitoring policies into the employee handbook, use the links below to see an example of an employee monitoring policy template that may be used to guide your own policy.

These examples shouldn’t be used verbatim, as monitoring policies must adhere to the laws in your state. For this reason, we recommend that you consult your legal team for guidance in writing an addendum to an HR policy that addresses monitoring or other types of employee surveillance.

Here are examples of Employee Monitoring Policy templates:

• Sample Policy WORKPLACE SEARCH AND SURVEILLANCE
  
• Developing a Policy to Monitor Employee Email, Voice Mail, and Internet Use
  
• Compliance with Employee Privacy Laws: How to Create an E-monitoring Policy
  
• 15+  Employee Email Policy Examples
  
• Sample Employee Email Policy

Creating your own Employee monitoring Policy

Marc Jacuzzi, in a webinar titled “HR’s Monitoring Rules and Rights In California: Master E-mail, IMs, Blogs, and Social Networking,” outlined some tips for creating policies that are effective.

The most important element is to make sure there is a policy in place. Your employees need to know that they cannot expect privacy.

Next, Jacuzzi explains these key pieces:

• No expectation of privacy
• Explain the reason for the monitoring policy
• Describe the usage of monitoring technology
• Reference the types of communications that will be monitored
• Employees should let friends and family know their devices will be monitored
• Passwords can be overwritten
• Acknowledgment of receipt with signature

If your employee monitoring policy contains these elements, you will make sure your company is protected, and your employees are in the know about your processes.