Use of Company Intranet

[Eric Taylor]

Am interested in thoughts / experiences of other companies that have used company intranet or websites to provide copies of an SPD. My understanding has always been that we cannot simply post the SPD there and tell people where it is and they can go look at it at their convenience. Instead, I've always understood that compliance requires more direct delivery or notification. The majority of our team members work in offices with their own computers and company email accounts so I think the additional step required for these TMs is simple--we just send them an email with a link to the SPD and follow the same email notification procedures if the SPD or other documents are updated. My concern though is what is required for our other team members who work in the field and distribution center and don't have a company computer (or at least don't routinely use computers or get daily emails to a company email account, etc.) Is there any way other than getting a personal e-mail address for these individuals and having them consent to delivery / notices at that address to satisfy the SPD rules? For example, we have computer stations and terminals with free access to the intranet (and internet) at all of our work-sites so these TMs can easily get to the SPD or other documents (and can print out or request a print copy. Could we provide them written notice of the intranet access and ability to log on from company work sites and provide regular written notice of any changes or additions to the items posted on the intranet and still comply? It seems that in order to track the DOL rules simply providing written notice of the documents (and written notice of any future changes) is not sufficient and they need to receive an email at some personal email address they have consented to use for such information if the actual documents are going to be housed electronically. My boss thinks this is too complicated and says her old company used to just post on the intranet for all employees and did not send notices at all really but definitely not to anyone's personal email address.

[Guest roseH3251]

The members that work in the field, do they have access to company email from home? If so you can supply the information to them. There are companies online now that you can actually have a real signature on a document, I know of only one Esignlive and they use the mouse to gain the written signature. You could provide a document through email that requires a signature on a copy returned to you through email, print out and put in files.