Security Issues (Thinking Critically, page 310)

This blog is related to the Thinking Critically activity on pages 310-311 of your textbook. I have evaluated your responses and have summarized my comments below. You may improve your grade on this assignment by participating in this blog discussion in a meaningful way. There are some questions for thought scattered throughout my comments. You might address one or more of those in your comments.

First, your memo formats are looking very good. A few errors persist that I'm sure you'll correct in future documents. For example, all formal memo and letter formats have a two-inch top margin and require the full date format (ex: September 24, 2010). In addition, reference initials are not required when you've composed the document and it is from you. Similarly, enclosure or attachment notations are used only when there are additional documents enclosed or attached. Finally, letters and memos must be organized into topical paragraphs to make them easier to comprehend.

As to the content of the memos, I was pleased with the variety of suggestions. Below is a list of really good suggestions; some of them were brand new to me.

1. Accept the idea of shredders in every office making it more convenient for workers to use them.

2. Hire a records clerk to be responsible for overseeing the reprographics and records storage areas.

3. Remove the wastebaskets from the reprographics room making the shredder the only option for unneeded copies.

4. Add an electronic security device at the entrance to the records storage area.

5. Add password-protected access to office computers.

6. Plan a training seminar to make sure employees are fully aware of the confidentiality of the material they handle and how easily such information can be leaked.

Which of these do you think would be most effective? Maybe you would suggest a combination of two or more. Be sure to explain your reasoning.

There were also a couple of suggestions that made me uncomfortable because I wondered how they would be received by employees. Those included practices like encouraging employees to report coworkers who are talking freely about projects, inspecting offices daily for stray documents, and installing cameras. Do these suggestions bother you or do you think I am being too sensitive to employees feelings and attitudes?

In situations like the one described, how important do you think it is that employees want the same thing as the managers? This is called "employee buy-in" and it means that employees make the effort to follow procedures because they agree that the result is important.

One last question for you to consider: Is there a relationship between the convenience of doing something and the likelihood that employees will do it? Does that play a part here?

I look forward to your comments. Remember the 5 C's!