How Can We Stop Employees from Leaking Information Despite Having Cameras?

Hi Minal,

In our company, employees are leaking information. We do have cameras, even though it is still happening.

Could you kindly guide us on what actions we should take?

Thanks,
Minal

Hi,

First of all, cameras will help in a limited way in keeping thefts of physical items under control and may have some impact on improved productivity, assuming, of course, that employee privacy issues are sorted out.

There will be very little that cameras can do to limit data theft. It is imperative that you double-check that there is a definite problem of data theft and you will have to identify the type of data theft that is taking place. Is it source codes, databases, proprietary patentable data, financial data, formulations, etc.? If you can identify the type of data that you suspect is being stolen, you can focus on people who have access to that data.

You will also have to monitor internet/email communication that goes out of the company, as well as who can write CDs and who can carry pen drives, etc. Even the files and documents going out of the company need to be under the scanner. The tricky part is making it unobtrusive since a lot of egos can be hurt. Perhaps having a clear-cut policy regarding the usage of computers and allied equipment and having levels of clearances can mitigate the problem.

Hope you can implement some of the suggestions and it enables you to address your concerns.

Regards

Hi Minal,

My suggestion to you is: please include the clause mentioned below in your Appointment Letter, Confirmation Letter, Company Manual, or Notice Board if you have not done so already:

"Except to the extent to which the employer may permit, you shall keep secret the knowledge, information, trade/business data and skills, and the like, which you may acquire during your employment tenure with us. Such obligation shall continue even if you leave the employer's service. During the intervening period, for any reason whatsoever, the management shall take strict disciplinary/legal action if you deviate from this policy."

You should also ensure that there is proper documentation stating that all employees have read and understood the clause.

I hope this makes sense to you.

Hello Minal,

To stop further loss of data: Ask your IT department to close all the ports (USB/ CD/ DVD/ Floppy) of the CPUs and give access to limited people nominated by each department or one person for all departments.

For E-Mails and attachments: If you are using official IDs, then you must have the option to send a copy of all emails to a particular ID (this option is with Admin). Activate this option so that all the data can be checked and scrutinized beforehand.

These kinds of measures have become absolutely necessary because almost all companies keep important data in soft copies nowadays, making it easily susceptible to misuse.

Hi,

This is the problem the entire world is facing - despite best efforts, confidential information does get leaked out.

The question here is: how do we know that the person concerned is leaking information? If the evidence is there, initiate action and impart appropriate punishment.

The most important thing here is about educating employees. Do they understand that information is sensitive, confidential, and the intellectual property of the company? Do they also understand the implications of their actions, i.e., the loss to the company they work for? Surveillance is an important deterrent, but the answer lies in involving employees and educating them. Engaging them in conversation is the biggest solution. If they do not mend their ways, I am sure you will have confidentiality as part of the rules and regulations, appointment letters, etc., and consequences as per that must be initiated to set the environment right.

You need to assess (I am sure you will have means to do so, otherwise I can assist) how engaged the employees are. If they are engaged with the organization, they do not do things detrimental to the organization. To me, ignorance and the engagement level are the starting point of all such issues, and you have to find solutions for these.