Employers can easily keep an eye on workers in and out of the office, but they must be wary of privacy concerns
Employers are increasingly looking to technology to monitor employee activities within the workplace. The days of punch clocks and on-site supervisors constantly monitoring workers are long gone. Human resource departments are using computer systems to perform those tasks far more effectively and efficiently. But that same technology raises a myriad of privacy concerns employers simply can’t ignore.
Access monitoring
Many corporations have turned to electronic access controls to provide or restrict employee access to essential areas of the company. Additionally, employee movement within the building, arrival and departure times and a wide range of other activities can be monitored.
While most employees are familiar with card access control or badges, the use of biometric controls is gaining ground. With biometric controls, physiological characteristics of the individual such as fingerprints, voiceprints or retinal scans are used for access authentication.
Activity monitoring
The Internet has become a major presence and tool in most workplaces. While it provides some great advantages, abuse by employees for personal matters or inappropriate uses can be very costly to employers.
Many companies have implemented policies that forbid personal use of the Internet in the workplace, but those policies are not always followed or enforced. Technology to monitor employees’ use of the Internet has existed for years but has proved to be futile in the efforts to curb inappropriate surfing.
Companies are now turning to technology that will allow employees access to websites to obtain information needed to perform their job, but limits full net access. Similar technology can be used to restrict which programs can be installed and run by employees to reduce game playing or prevent execution of malicious viruses. Other programs are capable of recording every keystroke an employee makes, and can alert an administrator if key words or phrases are used such as sexual or profane remarks.
Video surveillance in and around the workplace is still very common, though the cameras are now so small they can be concealed almost anywhere. Some employers have tried to broaden the use of this surveillance technique by installing web cams to monitor employees at their desk. This has been met with a backlash from privacy commissioners who feel this type of monitoring is an infringement on an employee’s rights.
To protect the company’s assets off-site, corporations have turned to global positioning systems (GPS) technology to monitor the use of company vehicles. Those equipped with GPS can be tracked for location, speed and stops made while in transit. In the event of criminal activity, the police can be alerted to the exact location of the vehicle and employee.
Outside investigators
When companies experience problems such as internal theft, sexual harassment or drug use in the workplace, the use of external investigation agencies can help rectify the situation. Investigators can use common investigative techniques such as one-on-one interviews or covert surveillance.
They also use undercover investigators within the workplace to ensure the depth and breadth of the situation is brought to light. Investigative operatives, acting as new employees, will work alongside regular employees and document activities relating to criminal wrongdoing. This has proven to be a sound method of conducting internal investigations to obtain information and successfully prosecute wrongdoers.
The best defense
The best way to prevent problems with employees is for employers to use due diligence in checking a potential employee’s background before hiring. This includes checking that the applicant does not have a criminal record, checking references for at least the last five years of employment history and verifying the applicant’s stated educational or professional accreditation or achievements.
The availability of a wide array of psychometric tools can be helpful in testing the quality of an applicant before hiring. Employers can test for anything from customer service skills to honesty and reliability.
Doing a thorough background investigation will reduce and limit internal losses, increase safety in the workplace and reduce lost time and poor employee performance.
A question of privacy
All employers must balance the need to monitor employees with the employee’s right to privacy. All monitoring involves recording personal information that is protected by privacy laws throughout Canada.
A few basic rules will help employers ensure they are in compliance with applicable laws:
•The employer should advise each employee what personal information the company collects, why the information is collected and how it will be used.
•Employee information should be collected in the least intrusive manner possible.
•Collect and use only the personal information that is necessary for the stated purpose, and collect it by reasonable and lawful means.
•Ensure employees’ personal information is current, accurate and complete.
•Allow employees access to their personal information so they can verify it is accurate and complete.
Used properly, technology in the workplace is tremendously beneficial for both employers and employees. It safeguards essential corporate assets, gives employees the benefit of a secure and safe work environment and ultimately creates a better society for everyone.
Dan Fallows is the pre-employment screening manager responsible for the Ontario and Maritime operations of Montreal-based security firm Garda. He can be reached at (800) 871-0072 or [email protected].
Access monitoring
Many corporations have turned to electronic access controls to provide or restrict employee access to essential areas of the company. Additionally, employee movement within the building, arrival and departure times and a wide range of other activities can be monitored.
While most employees are familiar with card access control or badges, the use of biometric controls is gaining ground. With biometric controls, physiological characteristics of the individual such as fingerprints, voiceprints or retinal scans are used for access authentication.
Activity monitoring
The Internet has become a major presence and tool in most workplaces. While it provides some great advantages, abuse by employees for personal matters or inappropriate uses can be very costly to employers.
Many companies have implemented policies that forbid personal use of the Internet in the workplace, but those policies are not always followed or enforced. Technology to monitor employees’ use of the Internet has existed for years but has proved to be futile in the efforts to curb inappropriate surfing.
Companies are now turning to technology that will allow employees access to websites to obtain information needed to perform their job, but limits full net access. Similar technology can be used to restrict which programs can be installed and run by employees to reduce game playing or prevent execution of malicious viruses. Other programs are capable of recording every keystroke an employee makes, and can alert an administrator if key words or phrases are used such as sexual or profane remarks.
Video surveillance in and around the workplace is still very common, though the cameras are now so small they can be concealed almost anywhere. Some employers have tried to broaden the use of this surveillance technique by installing web cams to monitor employees at their desk. This has been met with a backlash from privacy commissioners who feel this type of monitoring is an infringement on an employee’s rights.
To protect the company’s assets off-site, corporations have turned to global positioning systems (GPS) technology to monitor the use of company vehicles. Those equipped with GPS can be tracked for location, speed and stops made while in transit. In the event of criminal activity, the police can be alerted to the exact location of the vehicle and employee.
Outside investigators
When companies experience problems such as internal theft, sexual harassment or drug use in the workplace, the use of external investigation agencies can help rectify the situation. Investigators can use common investigative techniques such as one-on-one interviews or covert surveillance.
They also use undercover investigators within the workplace to ensure the depth and breadth of the situation is brought to light. Investigative operatives, acting as new employees, will work alongside regular employees and document activities relating to criminal wrongdoing. This has proven to be a sound method of conducting internal investigations to obtain information and successfully prosecute wrongdoers.
The best defense
The best way to prevent problems with employees is for employers to use due diligence in checking a potential employee’s background before hiring. This includes checking that the applicant does not have a criminal record, checking references for at least the last five years of employment history and verifying the applicant’s stated educational or professional accreditation or achievements.
The availability of a wide array of psychometric tools can be helpful in testing the quality of an applicant before hiring. Employers can test for anything from customer service skills to honesty and reliability.
Doing a thorough background investigation will reduce and limit internal losses, increase safety in the workplace and reduce lost time and poor employee performance.
A question of privacy
All employers must balance the need to monitor employees with the employee’s right to privacy. All monitoring involves recording personal information that is protected by privacy laws throughout Canada.
A few basic rules will help employers ensure they are in compliance with applicable laws:
•The employer should advise each employee what personal information the company collects, why the information is collected and how it will be used.
•Employee information should be collected in the least intrusive manner possible.
•Collect and use only the personal information that is necessary for the stated purpose, and collect it by reasonable and lawful means.
•Ensure employees’ personal information is current, accurate and complete.
•Allow employees access to their personal information so they can verify it is accurate and complete.
Used properly, technology in the workplace is tremendously beneficial for both employers and employees. It safeguards essential corporate assets, gives employees the benefit of a secure and safe work environment and ultimately creates a better society for everyone.
Dan Fallows is the pre-employment screening manager responsible for the Ontario and Maritime operations of Montreal-based security firm Garda. He can be reached at (800) 871-0072 or [email protected].
