A two page article appeared in the New York Times on the security issues and problems plaguing various companies in USA, on the issue of staff using personal web mail for both office and personal use. Bulk of the documents in almost all companies in USA and other developed world are electronic and are sent to each other over the local intranet or by e-mail over the web. All important, strategic and secret documents are stored on the company server. Many companies have their own policies on accessing the net over office computers. Some allow it and some don't. The main reason is the threat of viruses entering the system. The possibility of hackers trying into break into the system also exists. The companies spend a fortune on putting security systems in place to protect data integrity. All employees have to access files using passwords and subject to security checks at various levels. The software security companies put in too many complications and don't realize that an average employee always looks for shortcuts. I am also sorry to say that an average employee is not a genius. As per US Laws, all internal and external electronic communications have to be stored by the company for future reference by law enforcement authorities, if and when needed. Now this is fairly straightforward and nothing wrong with that. Then, what is the problem?
The problem is that the employees prefer to forward their office mail to their personal web mail accounts like Google, Yahoo or MSN or whatever account they prefer. There are two reasons for it. One is the security procedures are not very tight and complicated. Two, they can carry work home. This is where the problem arises. Confidential, secret and strategic information may be sitting on the servers of Google, Yahoo and MSN and many other servers. That is intellectual property. While none of their employees can read the mail, Google has the technology to read electronically any mail through its ad words program for displaying advertisements in the side bar. The technology is amazing. I do use Google mail for office use and found its ads startling. Google in its search engine business, caches all files and I do not know its policies on e-mail use.
Now companies like Google, Yahoo and MSN are global technology super giants. While nobody suspects their integrity, the problems is how safe your data and information is? What about smaller service providers? Agreed, smaller companies are not necessarily having less integrity. Some disgruntled and unhappy employees can cause internal sabotage. The leak of 'Peanut Butter Manifesto' document from Yahoo is a case in point.
What is the solution? We must distinguish between company security, employee freedom and convenience. The company data, information and other secret documents are more important than anything else. Even if the employees moan or groan or whine, it must not be allowed. They must understand that they are also the losers, if the company loses strategic information. I do understand the need of employees to check their personal mail during office hours and I am no exception. I prance around like a female cat having delivered a litter, if I cannot check my mail during office hours. I become obsessed, fidgety and cannot do anything else and my mind goes blank. The problem is not at my office but I spend bulk of my time in my clients' premises and governed by their rules and regulations. Our entire business runs on e-mail and web as we believe in paperless office. The only way we can solve this problem is that the employer should provide such a facility to employees within the premises not linked to the main system by providing a cyber parlor. Employees should not use any portable devices or flash disks. The IT administrator can disable all such external drives and USB ports. It is not difficult for most employers and everyone will be happy. Of course there is another way. We can use wireless connection through Bluetooth enabled cell phones or an embedded 'sim card' in the modem on our laptops. However, they are very expensive and not all can afford them.
Reference/s:
The New York Times, USA issue of January 11, 2007
The above article was first written on January 12, 2007
All names. Logos and trademarks acknowledged to the lawful owners.
© Copyright. Revised and rewritten on August 04, 2008. Without prejudice. All rights reserved
Using web mail for both office and personal use - The issues - To learn more about this author, visit Madhavan T Gopalachary's Website.
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Madhavan T Gopalachary
(Visit Madhavan's Website)
Madhavan Gopalachary, nick name "madgopes"
(g pronounced as in go) given by IIT
classmates, is a Mechanical Engineer and
an alumnus of Indian Institute of
Technology, Madras having passed out
specializing in IC Engines &
Thermodynamics.
He has nearly 35 years of experience in
the Corporate World. He started off as a
trainee and handled sales, marketing,
manufacturing, product management, profit
center management, strategic planning and
corporate development including R & D in
various organizations and at various
levels before becoming a CEO. His last two
professional assignments were at CEO level
before embarking to start management
consultancy business on January 01, 1998.
He has worked for British, Swedish MNCs as
well as very large Indian business houses.
He has spent a large portion of his time
from June 1998 till date in East African
Countries practicing as an independent
Management Consultant.
More details can be obtained at the
following web sites:
mmg.name
/mtg.html;
mmgconsu
lting.biz/
Madhavan's articles can be accessed at www.madgopes.com
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