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Dick Montgomery wrote:
>Perhaps a set of good practices should be discussed, decidedu pon, 
and
recommended by the record managers reading this mail list.


OK, I'll take a shot:

- Employees are notified that they are subject to monitoring as part of
the
organizations normal e-mail policy, and as part of their
training/orientation. That policy is restated via regular global
e-mails
(say, once every 6 months or annually).
- A system is set up to document use of monitoring tools, including a
process of approval of use that shows cause for monitoring to proceed.
This
does not preclude monitoring carried out at random intervals, as long
as
whatever policy followed is documented. I think blanket monitoring is
unnecessary, and may present more problems than it is worth. Also
included
in the approval process is a regular review to determine if monitoring
continues to be necessary. In union shops, it would probably be wise to
have
a union representative involved in this process. It also might not be a
bad
idea to provide cultural diversity training to those involved in
approval,
if that has not been done as part of the organization's regular
training. I
could see such a system being vulnerable to accusations real or
imagined of
targeting minorities.
- Training for users of the system is required and documented to
prevent
abuse, and to indicate proper utilization. I would almost feel more
comfortable if monitoring was carried out by seperate staff/agency
whose
role in this was part of their regular duties. They can then report
issues
to concerned managers.
- Responses to monitoring issues must clearly state which organization
policies were violated, and be tied to the organizations HR policies,
for
example, of progressive discipline and managing substandard
performance.
- Retention of monitoring-generated records is tied to personnel
records
policies (ie. disciplinary records, performance evaluations, etc...)
if
action is taken. If not, monitoring-generated records are disposed of
regularly and quickly.
Basically, your "normal course of business" type of stuff.

Dwight Wallis, CRM
Multnomah County Records
2505 SE 11th Avenue
Portland, OR 97202
ph: (503)988-3741
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