Dear Nivedita,
Biometric devices as company property
Biometric devices are company property. When issuing any company property to employees, we need to obtain an undertaking from them. However, before taking the undertaking, we need to gather the following information:
a) Will the devices be permanently issued to the field executives, or will they receive the devices when they start their duties and return them upon completion?
b) What is the definition of "mishandling"? How do we define "accidental damage" and "negligence"? Are there labels or seals that can detect tampering with the device?
c) What is the cost of the device, and is it insured? Whose liability is it if the device is lost?
d) Under what circumstances can the device be misused? Will misuse of the equipment lead to customer dissatisfaction?
e) Can field executives access the data stored in the device? If so, how can we detect data leakage?
f) Are the devices interchangeable among employees? What is the procedure for logging in and out? What happens if a device is handed over without the predecessor logging out?
g) What are the implications if the information stored in the device is not downloaded promptly? Will it impact operations?
h) Can information be transferred from one device to another, or can it only be downloaded to a PC/laptop? Who are the authorized individuals to download the information in either scenario?
There are several questions related to your post. Even though I have anticipated some of them, it is crucial for you to accompany the field executives and observe how they operate the devices, when they operate them, and for what purposes. Your field survey will likely help in adding a few more points to the above list!
All the best!
Regards,
Dinesh Divekar