To: Senior Managers, Prairie West Credit Union

From: Richard Poole, President and CEO

Subject: MEMO – CONFIDENTIAL: Monitoring computer use

Dear Senior Managers,

Like all banks, Prairie West thinks that data security is absolutely necessary. As a result, last month we improved our computer network by dividing it into separate, secure sub-networks for each department. This will ensure that if there is a cyberattack, it will not affect the entire system. We have a very experienced Information Technology (IT) team that knows what to do if a cyberattack happens. However, we will be doing more in the upcoming months.

Studies show that over 64% of employees visit non-work-related websites and over 84% read and send personal emails while they are at work. When employees use our company’s computer network for personal activities, they can negatively impact not only their productivity but also their personal security. Visiting certain websites or downloading attachments can lead to identity theft and put our network at risk. Our system could be infected by harmful programs such as spyware and viruses. The creators of these programs would then have access to sensitive information, such as customers’ credit card and bank account numbers. As you know, our customers depend on that information not becoming public.

Like many organizations, we block certain websites, and we have rules against personal emailing. However, staff do not always follow these policies, and new websites appear more quickly than we can block them. Therefore, starting next month, we will monitor all employees’ internet use. We hope that this will discourage employees from inappropriate online behaviour that puts our company’s data at risk.

We know that monitoring employees can lead to low staff morale and feelings of distrust, especially if the company doesn’t let the staff know about it first. Therefore, we have decided to inform employees that we will be doing this, even though it would be possible for us to monitor them secretly. Thus, I am asking all senior managers to present the new policy, in detail, to their staff at their next department meeting.

If any of you would like to speak with me about this request, please contact me. As always, I welcome your feedback and suggestions.

Regards,

Richard