Corporate Monitoring Policy

Introduction

Technology provides the tools for fast and effective gathering of information and communication that can enhance the efficiency and effectiveness of the Council.

Access to Tendring District Council’s technology is provided to support the business requirements and is available to authorised employees and Members of the Council and, where appropriate, other approved third parties.

Monitoring is a recognised component of the employment relationship in order to protect its employees, technology, information being processed and the privacy rights of the people that the information relates to. In many cases monitoring is undertaken to safeguard employees as well as to protect their own interests and those of service users – for example monitoring may take place to ensure that those in hazardous environments are not being put at risk through the adoption of unsafe work practices. Monitoring arrangements are also part of the Council’s security mechanisms which are used to protect technology and information.

Tendring District Council monitors the following types of activity to ensure that use is appropriate in the workplace:

• Email use and content filtering
• Internet Access and site filtering
• Telephone use
• Mobile phone use
• Access to the IT Network and applications
• Use of information
• Access to buildings and secure areas
• CCTV
• Video and Audio
• In vehicle monitoring, GPS (Global Positioning System)

This policy should be read in conjunction with the Council’s Corporate suite of security policies, copies of which are available on the Council’s intranet or from Human Resources.

Scope of Policy

The policy applies to full and part time employees (including home workers) students/trainees, contracted third parties whilst working on council business; using the Council’s IT facilities; or authorised remote access from a user’s own IT equipment (including agency staff), secondees, consultants and other staff on placements with the Council. This policy applies to all use of the Council’s information, technology and telephony services.

All monitoring undertaken by Tendring District Council aims to be fair and not to interfere with the relationship of mutual trust and confidence that should exist between employees and employers. The Council will always endeavour not to access anything that is clearly private or personal.

Legislation

Monitoring usually results in the collection of information, which means that, in addition to the Council’s own policies, the following legislation (or as superseded) will apply :

• Data Protection Act 1998
• Regulations of Investigatory Powers Act 2000
• Lawful Business Practice Regulations
• Human Rights Act 1998
• Copyright, Designs and Patents Act 1988
• Computer Misuse Act 1990
• Equality Act 2010

Tendring District Council is committed to a policy of equality of opportunity and takes steps to ensure that all employees are not discriminated against either directly or indirectly on the grounds of gender, age, disability, marital status, sexual orientation, creed/religion, ethnic or national origin.

In the application of this procedure and in accordance with the Equality Act 2010, Tendring District Council will make any reasonable adjustments to cater for employees who have a disability.

Use of monitoring

Managers must always seek advice and guidance from Human Resources and ICT services when a monitoring need is identified.

Reasons when monitoring may be required include:

• To check the quality of service being provided
• Find out if staff require training by observing work performance
• Review employee skills and competencies used in their job
• Ensure employees are safe
• Observe the application of health and safety rules
• Ensure compliance with the law or Tendring District Council policy for example on internet use, social media, email, and so on
• Discover if there is any fraudulent, criminal or otherwise illegal or undesirable conduct by employees
• Protect the Council against unnecessary costs

Monitoring activities may include:

• Door access systems
• CCTV
• Keeping records of telephone calls
• Opening employees email
• Listening to voicemails / telephone calls / video calls
• Checking logs of telephone numbers called
• Examining logs of websites visited
• Searching employee's work areas
• Making and storing copies of documents that include personal information
• Frequency of use
• In vehicle monitoring

The Monitoring Process

This process is applicable to all contractors, third parties, and so on working for the council who should be made aware of the policies as part of their induction and contractual obligations.

1. Potential need for monitoring is identified
2. Contact your line manager
3. Relevant line manager to discuss with Corporate Director or Head of Department and then contact HR for advice
4. HR will submit monitoring request by email to the appropriate monitoring or service(s) manager
5. Once results are available HR will convene a suitable monitoring panel to review the findings and determine whether any policy breach has occurred.

Further Advice

Any queries about monitoring and the contents of this policy should be addressed to Human Resources by email at humanresources@tendringdc.gov.uk

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