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Safely test your connection to the internet here:
Recent events and scandals have highlighted what can happen when an employee uses an employer's equipment or connection to the Internet for non-work related communications - whether such communications are through their employer's e-mail or not.
Unfortunately, many employees believe that by signing into a private e-mail account or by using third party instant messaging software their communications somehow bypass their employer's systems and are considered "personal".
Such simply is not the case. If you use any part of your employer's equipment to produce a communication, that communication can become part of the business records of your employer.
This means that for lack of a better word, any "traffic" on a company's network or equipment (PCs, cell phones, etc.) are part of the business records of the employer and can not only be reviewed by authorized employer representatives, but be discoverable in future law suits.
Moral of the story: plain and simple – don’t use your employer's electronic resources for personal communications. If you keep your personal business away from your employer’s equipment and network, you’ll never have to worry about a newspaper or court case printing your “private” thoughts.
Also, if you're in business with more than just one or two employees, year end makes a great time to review/update your office, computer and internet use policies.
Once an employer reaches a certain number of employees, they become subject to increased regulatory obligations through local, state and federal governmental agencies. Policies already in place should be reviewed and updated annually by a local employment and labor law attorney familiar with your industry.
Additional Articles about Email and Security:
How Secure Is The Information You Send In E-mail?
Many I speak with have a misperception that sending an e-mail is as secure as sending a letter through the US Mail. Simply put, such is not the case.The US Mail has a secure process in place which includes controlled physical access to your letter only by approved and monitored equipment and personnel.
In comparison, each e-mail message you send travels through an unknown number of servers, switches, routers and electronic equipment ~ bouncing along the digital superhighway on its way to the intended recipient. There is no way to control over which wires, servers and equipment your e-mail goes and anyone with the applied knowledge and time can intercept, review and alter any e-mail message which touches their electronic equipment. So your e-mail touches their equipment = them able to do whatever they want with information contained in or attached to it.
This is why I say e-mail is more of a postcard than it is a sealed envelope. Your information is really in the open and you never really know who may have read it along the way.
What About The E-mail You Receive?
Along with worrying about the confidentiality and security of the information and files you send in outgoing communications, you also must worry about the e-mails being received by your domain and downloaded into your e-mail application. Just one wrong "OK" by you or an employee (or anyone at any computer for that matter) can wreak havoc on the machine itself, the network to which it is connected and even worse - can potentially replicate and send itself to your contacts and thereby infect them too!
Three of the most common incoming e-mail threats are:
1. PHISHING
According to the free encyclopedia www.wikipedia.com, phishing is any attempt to fraudulently acquire sensitive information, such as passwords and credit card details by masquerading as a trustworthy person or business in an electronic communication. Phishing is typically carried out using e-mail and instant messaging.
You've probably received messages like this - from banks, Paypal, credit card companies and financial institutions - many of whom you've never heard of or have an account with (that's why it's called "fishing" ). These messages may look real enough with appropriate logos and great motivational copy about something wrong with your account; but don't be fooled!
Never navigate to your bank or other on line service provider for which you need to type in a password through an e-mail you receive. Never! (Read the sentence one more time so you don't forget when you're doing 100 other things!)
Instead, open a new, secure browser and log in to look for information from customer support in your account. You can also call the customer support number listed right there in your on line account to advise of the phishing email.
2. VIRUSES
A computer virus is a program that can copy itself to a computer without permission or knowledge of the user/owner. A computer virus reproduces by making copies of itself in the computer's memory, storage, or over a network.
3. WORMS
A computer worm is a self-replicating computer program. It uses a network to send copies of itself to other computers on the network. Unlike a virus, a worm does not need to attach itself to an existing program. Worms typically harm the network, whereas viruses infect or corrupt files on a targeted computer.
In many instances, computer viruses and worms are an attachment to or a link embedded in an e-mail.
This is why you should never open an attachment or click on a link in an e-mail received from an unknown recipient. In fact, even if you do know the sender be careful and pay attention. How else can you be certain you're not clicking on something a contact may have done by mistake! Certainly, when in doubt - opt for no.
Let's face it, e-mail is not going away any time soon.
That's why it is more important than ever for those using e-mail to understand the inherent risks of conveying personally identifiable or company information and records using e-mail.
When used properly and with a mind towards safeguarding your personal and company information, as well as the equipment you use, e-mail can be the one tech that literally sets you free - from your office, your desk and even the 9-5 grind. It's how I got my start!
But when not used properly - when social security and credit card numbers are openly e-mailed, bad, bad, bad things happen (usually to very nice people!).
Don't let that happen to you. Use e-mail wisely.
***
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1. FREE HP Class on "digital security": http://tinyurl.com/computersafety
2. Is your Internet Connection Secure? Test it here
3. Do you have a back up of your important files and documents? No Back Up? Do something about it NOW! Click here to learn more.
4. Can you watch tv for 11 minutes? SBTV's Cliff Ennico, a small business attorney, explains the implications of using e-mail, including guidelines on appropriate retention and what exactly SPAM is. Click here.
5. Law Practice Magazine Article: A TECHNO-ETHICS CHECKLIST - Basics for Being Safe, Not Sorry - Click here
6. Great article about keeping your personal information safe and away from prying eyes.
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6 Ways to Protect Your Identity on the Internet
Cyberspace is more popular than ever. In an effort to save money and gas, Internet usage for shopping, paying bills and research helps in those areas. But, even on the Internet, identity thieves lurk around for their next victim.
Learn to be safe on the Internet. Everyone in the world has access to the Internet and that quadruples your chances of coming into contact with a dishonest person. Use a few precautions so you don’t fall prey to their schemes.
1. Use passwords that are not easy to guess. The trouble with passwords is that we often forget them. You can use the same password for your online accounts but make it hard for anyone to guess. That rules out pet names, children’s names, nicknames and other words that a friend or family member could figure out.
2. Avoid making transactions on unsecured terminals and local Wi-Fi hotspots. Many places offer Wi-Fi signals these days but it is best to browse the Internet in these places and not perform more private transactions like checking email or bank accounts. Because it is unsecured, a third party could hack in and gain access to your passwords and hence, your accounts.
3. Shop with care. Check the security certificates of each site you do business with. If you don’t see a small closed lock in the top or bottom corner, it is not safe to enter personal information. PayPal is a favored online account for people doing business on eBay or businesses that sell from their websites. More and more sites are offering PayPal as a way to pay for your purchases. When paying this way, you only have to enter the email address associated with the account and you are redirected to their secure site to complete the transaction. No personal information is revealed by you.
4. Don’t share personal information in chat rooms or social networking sites like MySpace. These places are perfect targets for pedophiles and identity thieves. Online, you can pose as anyone to coax information out of kids as well as adults. Warn your children about all types of predators who may try to get vital family information out of them.
5. Delete SPAM. You could be opening a virus. Place high security measures on email accounts so only emails from known associates can get through. Everything else is directed to a bulk mail folder for you to check. Once a virus gets in your computer it can access your personal information for a third party.
6. Don’t download suspicious programs. Some sites on the Internet are set up to defraud people and get their personal information. If the site’s certificates can’t be verified don’t download it. This could be a criminal’s way of accessing your information.
The Internet opens up an entirely new world but it is one where you have to be smart to avoid becoming a victim.
***
To sign up for and receive Andrea's expert tips and insights waaaaay before anyone else, put your e-mail address in the box in the upper right corner and you'll receive The Legal Connection Ezine right into your inbox.
To follow Andrea on twitter: http://twitter.com/legaltypist
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