Mobile Monitoring Policy
There are pros and cons to today’s remote and hybrid work culture. While employees may be more productive with the ability to use their own mobile devices to work from anywhere at any time, it is increasingly difficult for companies to capture and archive communications in accordance with regulations.
To overcome this challenge, companies have begun implementing mobile monitoring policies, in which they lay out clear guidelines and procedures for how they will deal with employees who use their own mobile phones or other devices for work purposes.
What is Included in a Mobile Monitoring Policy?
The policy, which should be written out and clearly presented to employees, should include:
- Employee rights – employees have the right to use a mobile device even for business purposes and to expect that their privacy rights will also be upheld.
- Employee obligations – employees are obligated to adhere to any rule and regulations required of them by the company and its regulators, which may include the prohibition of certain apps.
- Employer rights – the employer is technically the “owner” of business-related communications that take place on employee-owned devices and have the right to monitor such activity.
- Employer obligations – monitoring employee activity must be done in a responsible way that adheres to regulations without violating privacy.
Risks of Not Having a Mobile Monitoring Policy
Without a policy in place, a company is at risk of its employees inadvertently breaching important regulations. For example, in the United States, the SEC requires financial companies to capture and archive all business-related communications with clients regardless of the platform on which such conversations take place. This means that if an employee has a WhatsApp conversation with a client on their personal cell phone, the company is still responsible for capturing that data.
Even if the employee is unaware of the requirements, the company is still responsible for the behavior and can be heavily fined. In recent months, the SEC and other regulators have begun cracking down and issuing significant penalties to companies that are found in breach of regulations.
Mobile Monitoring Policy Best Practices
When developing a mobile monitoring policy, some best practices for companies to keep in mind include:
- Be transparent – make sure employees know exactly what activities of theirs will be monitored and whether there are specific apps they are not allowed to use. Consequences of violating the mobile monitoring policy should also be made clear.
- Be prepared – there should be a clear plan in place for handling possible violations of the mobile monitoring policy, including disciplinary action when necessary.
- Be aware of privacy – consider privacy regulations and ensure that the mobile monitoring policy does not violate employee privacy and only captures the messages that are truly business-related.
- Be open to technology – leverage the technological tools that exist that make it easy to implement a mobile monitoring policy. Use a platform like LeapXpert that allows for the automatic capturing and archiving of communications no matter what device or messaging platform is used.
Schedule your demo now and monitor your employees’ mobile usage the efficient and safe way.