Business and Administrative Communication 10th Edition by Kitty Locker,Donna Kienzler

Exercise 37

Your computer network has been experiencing slowdowns, and an investigation has uncovered the reason. A number of employees have been using the system to download and share songs and vacation photos. You are concerned because the bulky files clog the network, and downloading files opens the network to computer viruses and worms. In addition, management does not want employees to spend work time and resources on personal matters. Finally, free downloads of songs are often illegal, and management is worried that a recording firm might sue the company for failing to prevent employees from violating its copyrights.
As director of management information systems (MIS), you want to persuade employees to stop sharing files unrelated to work. You are launching a policy of regularly scanning the system for violations, but you prefer that employees voluntarily use the system properly. Violations are hard to detect, and increasing scanning in an effort to achieve system security is likely to cause resentment as an intrusion into employees' privacy.
Write an e-mail message to all employees, urging them to refrain from downloading and sharing personal files.