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HomeMy WebLinkAboutWinter Springs, City of Information Services Policy Manual for Electronic SystemsCity of Winter Springs Information Services Policy for Use of Computer, Internet, E-mail, and Electronics Systems As approved by City Commission Consent Agenda Item A -November 26, 2001 Revised February 5, 2002 City of Winter Springs Computer, Internet, and Email Acceptable Use Policy Purpose The purpose of this policy is to set forth guidelines for the use of the City of Winter Springs' (the "City") computers, Internet, a-mail, and other electronic systems, which shall collectively be referred to as "electronic communications systems". This policy is inclusive of all authorized users of Ciry computer equipment, which includes employees (temporary, permanent, seasonal, part time and full time), Mayor, Commission, elected officials, board members, committee members, interns, and contractors. General Statement of Policy The Ciry computers and electronic systems shall be used to promote the City's mission, goals, and objectives, and shall be consistent with Ciry policies. Limited Purpose The City's electronic communications systems may be used for research, business communications, and other uses relevant to City business. Use of System is a Privilege The use of the City's computers, a-mail, and Internet access is a privilege. Failure to comply with this policy could result in any one or more of the following: suspension or cancellation of access privileges, payment for damage and repairs, discipline, up to and including termination, or civil or criminal liability. Authorized Users City employees assigned a user ID and password are the ONLY PERSONS AUTHORIZED to use City computers. The only exception to this rule involves authorized contractors hired by the Ciry and given a user ID and password for limited network access. Page 2 City of Winter Springs Computer, Internet, and Email Acceptable Use Policy Employees shall NOT give their passwords to anyone except their department head or his designee. If an employee must access another user's computer system, access will be provided by the Information Services Department or a person approved by the department. Unacceptable Uses Unacceptable uses of the City's computers, a-mail, or Internet resources or accounts include, but are not limited to, the following: 1. Deliberately accessing, reviewing, uploading, downloading, storing, printing, posting, transmitting, receiving or distributing pornographic, obscene, abusive, profane, lewd, vulgar, rude, inflammatory, threatening, disrespectful or sexually explicit material; materials or information that use language or images that are inappropriate or disruptive to the business environment; materials that use language or images that advocate violence or discrimination toward other people such as hate literature, or that may constitute illegal harassment or discrimination. 2. Knowingly or recklessly posting false or defamatory information about a person or organization, harassing another person, or engaging in personal attacks, including attacks based on unlawful discrimination. 3. Engaging in any illegal act or violating any local, state, or federal statute or law. 4. Vandalizing, damaging, or disabling the property of another person or organization; deliberately attempting to degrade or disrupt equipment, software, or system performance by spreading computer viruses or by any other means; tampering, modifying, or changing the City's computer software, Page 3 City of Winter Springs Computer, Internet, and Email Acceptable Use Policy hardware, or wiring; and using the City's computers in such a way as to disrupt the use of the system by other users. 5. Gaining unauthorized access to information resources, the City's computers or any other system throughout the City; accessing another person's materials, information, or files without the direct permission of that person; logging in through another person's account; or using computer accounts, access codes, or network identification other than those assigned to the user without authorization. 6. Violating copyright laws, or usage licensing agreements, or using another person's property without authorization, including the downloading or exchanging of pirated software or copying software to or from any City computer. If a user inadvertently accesses unacceptable materials or an unacceptable Internet site, the user shall immediately disclose the incident to Information Services so that this site can be added to the "No Access" list in our Internet usage monitoring software database. This disclosure may also serve as a defense against an allegation that the user has intentionally violated this policy. A user may also, in certain rare instances, access otherwise unacceptable materials if necessary to complete a job function, and if so, shall be done with the prior approval of the Chief of Police. In this circumstance, the Information Services Director must be notified of this need in writing. No Expectation of Privacy The City uses a web monitoring software which collects data on every user on the Internet, including date, time, IP address, where the user Page 4 City of Winter Springs Computer, Internet, and Email Acceptable Use Policy went or attempted to go on the Internet and more. A weekly report will be provided to department heads with this information. A. All e-mail should be considered public record. The City controls use of the City's computers, a-mail, and Internet resources. Users should expect no privacy in the contents of e-mail or personal files on the City's computers, as all materials and files may be accessed by the City at any time. B. Employees shall not lock files with passwords. C. Routine maintenance and monitoring of the City's computers may lead to a discovery that a user has violated this policy, another City policy, or the law. D. An individual investigation or search will be conducted if City officials have a reasonable suspicion that the search will uncover a violation of law or City policy. E. The City will cooperate fully with local, state, and federal authorities in any investigation concerning or related to any illegal activities or activities not in compliance with City policies. City Software Software is automatically protected by federal copyright law from the moment of its creation. Federal copyright law makes it illegal to copy a piece of software for any reason other than as a backup without the permission of the copyright holder. For the City's purpose, illegal or unauthorized software is defined as any software that has not been approved by the City Information Services Department and/or any software for which the City has not purchased a Page 5 City of Winter Springs Computer, Internet, and Email Acceptable Use Policy license. Copying of illegal or unauthorized software to any system can result in contracting a virus, which can spread and cause serious damage to any or all systems. All City software contains a license identifier linked to the City of Winter Springs and should not be used by any other person or entity. 1. Copying of City software is not allowed. Absolutely no software is to be copied from the network to a floppy disk or any other system. 2. Copying of unauthorized software to the network or to any City PC is not allowed. Absolutely no illegal or unauthorized software is to be loaded onto any City system. 3. Any software that may be unique to your specific function within the City and that may only need to be installed on your system alone must still be approved by the Information Services Department. 4. Absolutely no illegal software is to be loaded onto any City computer. The Information Services Director must approve all software. 5. New Software Purchases: All software purchased for use on any City computer must be pre-approved by the Information Services Department for validity, compatibility and licensing. Software purchases will not be approved without the signature of the Information Services Director. 6. Software spot-checking: Designated Information Services personnel have the authority to audit, without notice, any City computer for unauthorized use and illegal software installations. Page 6 City of Winter Springs Computer, Internet, and Email Acceptable Use Policy Any illegal or unauthorized software installations will be removed immediately and will be reported, detailing the specific location of the incident, the type of software, and any "damages" that may have resulted from the illegal installation. City Hardware 1. New Hardware Purchases: The Information Services Department must approve all new purchases of computer and/or related peripheral equipment. Hardware purchases will not be approved without the signature of the Information Services Director. 2. Personal Use of City Computer/Peripherals: Personal use of City computers and/or related peripheral equipment is not allowed. Employees may not remove equipment from City property or employee's work area unless authorized by the Information Services Department and City Manager. 3. Moving Computer Equipment: Moving of computer equip- ment within the City shall first be cleared through Information Services. When possible, Information Services personnel should move or supervise the moving to insure proper installation and configuration of the equipment after it has been moved. 4. User to Maintain Equipment in Good Working Condition: Users should routinely clean computer equipment (dust, clean keyboard, mouse, and monitor) to maintain equipment in good working condition. 5. Policies to Prevent Damage to Equipment: Page 7 City of Winter Springs Computer, Internet, and Email Acceptable Use Policy A. Beverage containers and food shall not be placed near computers, keyboards, mice, printers, or any other computer equipment. B. Eating and/or drinking over computer equipment shall not be permitted. C. Plants should not be located above or near any computer equipment. Internet Use Agreement A. Employees are responsible for properly using the Internet. B. The Internet Use Agreement form shall be read and signed by the employee before access will be authorized. C. Employees may not remove their name or domain information from postings or access anonymously to conceal their identity. D. Employees may not lend out their a-mail accounts to other people. E. Employees may not allow non-employees to access the Internet through City facilities. F. Spamming is the automated sending of messages to large numbers of newsgroups or people simultaneously. This is different from a legitimate e-mailing list because spamming is indiscriminate and unsolicited. Spamming is strictly prohibited. G. The Internet and a-mail should not become a distraction that prevents employees from getting their work done. The productivity and amount of time spent on the Internet and sending a-mail will be closely monitored. Page 8 City of Winter Springs Computer, Internet, and Email Acceptable Use Policy Limitation on the City's Liability Employee's use City computers at their own risk. The City will not be responsible for legal or financial obligations arising through unauthorized use of City computers, a-mail, Internet, or electronic communications systems. Implementation Policy Review The City will conduct periodic reviews of this policy, which is subject to change at the sole discretion of the City. Page 9 City of Winter Springs Computer, Internet, and Email Acceptable Use Policy Employee Agreement for Use of Computers, Internet, E-mail, and Electronic Systems I agree to read and abide by the policies relating to acceptable use of the Ciry's computers, a-mail, Internet resources, and electronic systems. I further understand that any violation of the policies above may constitute termination of employment or other disciplinary actions as deemed necessary by Management. Should I commit any violation, my access privileges may be revoked, disciplinary action may be taken, and I may face legal consequences. User's Full Name (please print) User's Signature Date Page 10