The digital world offers revolutionary means to communicate, store and share data. But using it in a responsible and ethical manner is as important as it is challenging, as Lauren Bloom, an expert on professional ethics and risk management, pointed out in the recent ASPPA webcast, “Ethics and Professionalism in the Digital Age.”
“The digital world is an experiment in anarchy,” said Bloom, calling the Internet “the first thing man has built that he doesn’t understand.” She noted that while it offers many advantages, using electronic tools is not a panacea and outlined the challenges professionals face in using them:
Bloom highlighted controlling work product as an especially important function. She suggested ways to do that:
Confidentiality also is critically important. “Once it’s out, you can’t call it back,” she warned. She added that cybersecurity is a constant, and worsening, risk, cautioning that there is “always the possibility a hacker might want information about and from a benefit plan.” And it is wise to make sure that one’s employees are sensitive to confidentiality, Bloom advised, remarking, “The biggest risk may be your staff.”
To better maintain confidentiality, Bloom suggests the following steps:
And she recommended care regarding document retention. Key considerations:
Bloom observed throughout that ASPPA’s Code of Professional Conduct, adopted July 1, 2013, provides standards and guidelines that address all these critical considerations and offers a comprehensive way to ensure that use of electronic media and communications, as well as document creation, dissemination and use, are conducted in an ethical and professional manner that complies with the letter and spirit of the law.
The bottom line, said Bloom, is to remember that technological gifts come with a cost. “Use them cautiously,” she said, adding, “Sometimes it’s as simple as slowing down. Treat it with the respect that permanent things deserve.”
Bloom will deliver the keynote address at the 2014 ASPPA Annual Conference on Oct. 27 on ethics in the digital age. For more information, click here.
“The digital world is an experiment in anarchy,” said Bloom, calling the Internet “the first thing man has built that he doesn’t understand.” She noted that while it offers many advantages, using electronic tools is not a panacea and outlined the challenges professionals face in using them:
- speed and growing variety of electronic communications
- maintaining control of final work products
- maintaining confidentiality
- the tremendous amount of information
- opportunities to plagiarize
- snafus in using social media
- maintaining a professional tone
- permanence of electronic messages
- online advertising
- document retention
Bloom highlighted controlling work product as an especially important function. She suggested ways to do that:
- control drafts during work on a document or issue
- establish protocols
- uniquely identify drafts — remember that multiple drafts can get crossed in email
- present content fairly
- identify sources
- train those working on a project or document on ethical and professional ways to proceed
- remember that files can go anywhere — without close control, third parties can obtain and use one of your documents
Confidentiality also is critically important. “Once it’s out, you can’t call it back,” she warned. She added that cybersecurity is a constant, and worsening, risk, cautioning that there is “always the possibility a hacker might want information about and from a benefit plan.” And it is wise to make sure that one’s employees are sensitive to confidentiality, Bloom advised, remarking, “The biggest risk may be your staff.”
To better maintain confidentiality, Bloom suggests the following steps:
- know the legal obligations
- limit access to sensitive information
- think before sending an electronic transmission
- remember that there may be cases in which a client may not want their identity known
- put cybersecurity controls in place
- train staff members
- think about who in the company may have access to confidential information
- remember that electronic files, communication and documents are permanent
- build enough time into projects
- always include attributions
- ask an author for permission to use their material
- don’t use material you are not competent to use
- define ownership rights
- make sure online bios are accurate
- exercise care while tweeting and blogging
- control emotions
- don’t argue online
- establish an online communications policy
- train staff in work-related use of social media
And she recommended care regarding document retention. Key considerations:
- emails can be subject to recovery
- once a file or document is sent, it’s permanent
- electronic documents that have been deleted can be reconstructed by other parties
- remember when creating a virtual document, it may be subject to discovery
- set a document retention policy and follow it
Bloom observed throughout that ASPPA’s Code of Professional Conduct, adopted July 1, 2013, provides standards and guidelines that address all these critical considerations and offers a comprehensive way to ensure that use of electronic media and communications, as well as document creation, dissemination and use, are conducted in an ethical and professional manner that complies with the letter and spirit of the law.
The bottom line, said Bloom, is to remember that technological gifts come with a cost. “Use them cautiously,” she said, adding, “Sometimes it’s as simple as slowing down. Treat it with the respect that permanent things deserve.”
Bloom will deliver the keynote address at the 2014 ASPPA Annual Conference on Oct. 27 on ethics in the digital age. For more information, click here.
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