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Background checks are a prudent business practice to identify and reduce risk In many industries they are a common practice or even required by law And in addition to performing a background check at the time of hire, many organizations perform them annually for employees in high-risk or high-value positions Employee Policy Manuals Sometimes known as an employee handbook, an employee policy manual is a formal statement of the terms of employment, facts about the organization, benefits, compensation, conduct, and other policies Employee handbooks are often the cornerstone of corporate policy A thorough employee handbook usually will cover a wide swath of territory including the following topics: Welcome This welcomes a new employee into the organization, often in an upbeat letter that makes the new employee glad to have joined the organization Policies These are the most important policies in the organization, which include security, privacy, code of conduct (ethics), and acceptable use of resources In the United States and other countries the handbook may also include an anti-harassment policy Compensation This describes when and how employees are compensated Benefits This describes company benefit programs Work hours This discusses work hours and basic expectations for when employees are expected to report to work and how many hours per week they are expected to work Dress code This provides a description and guidelines for required attire in the workplace Performance review This describes the performance review policy and program Time off This describes compensated and uncompensated time off including holidays, vacation, illness, disability, military duty, and leaves of absence Security This discusses basic expectations on the topics of physical security and information security, as well as expectations for how employees are expected to handle confidential and sensitive information Regulation If the organization is subject to regulation, this may be mentioned in the employee handbook, so that employees will be aware of this and conduct themselves accordingly Safety This discusses workplace safety, which may cover evacuation procedures, emergency procedures, permitted and prohibited items and substances (for example, weapons, alcoholic beverages, other substances and items), procedures for working with hazardous substances, and procedures for operating equipment and machinery Conduct This covers basic expectations for workplace conduct, both with fellow employees and with customers, vendors, business partners, and other third parties
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2: IT Governance and Risk Management
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Discipline Organizations that have a disciplinary process usually describe its highlights in the employee handbook NOTE Employees are often required to sign a statement that affirms their understanding of and compliance with the employee handbook Many organizations require that employees sign a new copy of the statement on an annual basis, even if the employee handbook has not changed This helps to affirm to employees the importance of the employee handbook Initial Access Provisioning New employees may need access to computers, networks, and/or applications to perform their required duties This will necessitate the provisioning of one or more computer or network user accounts that they will use to perform their computer-related tasks An access-provisioning process should be used to determine the access privileges that a new employee should be given A template of job titles and access privileges should be set up in advance so that management can easily determine which access privileges any new employee will receive But even with such a plan, each new employee s manager should still formally request these privileges be set up for new employees Job Descriptions A job description is a formal document that describes the roles, responsibilities, and experience required Each position in an organization, from chief executive officer to office clerk, should have a formal job description Job descriptions should also state that employees are required to support company policies, including but not limited to security and privacy, code of conduct, and acceptable use policies By listing these in a job description, an employer is stating that employees in every job description are expected to comply with these and other policies NOTE Employers usually are required to include several boilerplate items or statements (such as equal opportunity clauses) in job descriptions to conform to local labor and workplace safety laws
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