HomeMy WebLinkAbout2002 12 09 Consent B Computer Use Policy
COMMISSION AGENDA
ITEM B
CONSENT X
INFORMA TIONAL
PUBLIC HEARING
REGULAR
12-09-02
Meeting
MGR. f-- fDE;;;fJ
Authorization
REQUEST:
The Information Services Department requests that the
Commission approve the revised Computer Use Policy.
PURPOSE:
The purpose of this item is to update the commission on revisions
made to the Computer Use Policy and the gain approval of this
revised document.
CONSIDERATIONS:
The Computer Use Policy was formally approved on November 26,
2001, Consent Item A, Prior to that time, there was no formal written
policy. The only policies that existed for Computer Usage were
written directives and memos,
It is important to remember that this policy is a living document and
will be reviewed and amended as needed, This is the first revision of
this policy. The revisions include the following:
1. Page 2 under "Purpose", This entire paragraph was reworded
to clarify, identify, and specify a computer "user".
2, Page 4, last paragraph of "Unacceptable Uses" section, next to
the last sentence changed from...... .prior approval of the chief
of Police....." to ..... "prior approval of the Department Head
and City Manager. "
3. Page 6, item numbers 7 and 8 added,
S :\City of Winter Springs\Docs\Agendas, Agenda Items, Minutes\Agenda Items\Calendar Year
2002\December 2002\December 09,2002 Regular Meeting\120902 Consent B Revised Computer Use
Policy. doc
4. Page 7, under "City Hardware", item 3, 2nd sentence, changed
f: " . h . "" . h
rom ..,..,. or supervise t e movmg... to.... or supervise t e
move. ... ".
5, Page 8, item 6 (Personal Computer Equipment) added under
"City Hardware" section.
FUNDING: NIA
RECOMMENDATION:
It is recommended that the Commission:
./ review and approve the attached policy revisions
IMPLEMENTATION SCHEDULE: N/A
ATTACHMENTS: Revised Computer Use Policy
COMMISSION ACTION:
S:\City of Winter Springs\Docs\Agendas, Agenda Items, Minutes\Agenda Items\Calendar Year
2002\December 2002\December 09, 2002 Regular Meeting\120902 Consent B Revised Computer Use
Policy.doc
City of Winter Springs
Information Services
Policy for Use of
Computer., Internet., E-mail.,
and Electronics Systems
As approved by City Commission
Consent Agenda Item B - December 09,2002
Revised December 09, 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, e-mail, and other
electronic systems, which shall collectively be referred to as "electronic
communications systems". This policy is inclusive of all authorized users of
City 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 City computers and electronic systems shall be used to promote
the City's mission, goals, and objectives, and shall be consistent with City
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 Privile2:e
The use of the City's computers, e-mail, and Internet access is a
privilege, Failure to comply with this policy could result in anyone 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 City and given a user
ID and password for limited network access,
Employees shall NOT give their passwords to anyone except their
department head or his designee, If an employee must access another user's
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Computer, Internet, and Email
Acceptable Use Policy
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, e-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, 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;
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Computer, Internet, and Email
Acceptable Use Policy
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 unaccept-
able 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 ajob function,
and if so, shall be done with the prior approval of the Department Head and
City Manager. 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 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, e-mail, and Internet
resources, Users should expect no privacy in the contents of e-
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Computer, Internet, and Email
Acceptable Use Policy
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
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.
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Acceptable Use Policy
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,
7, Demo Software: All demo software must be approved by
INFORMATION SERVICES prior to loading onto any City
computer.
8. Personal Software: Software that is not licensed and owned
by the City of Winter Springs is not permitted on any City
computer. If the software is needed for the employee to be
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Acceptable Use Policy
productive in hislher job, then the City should purchase a legal
copy of the software for the employee's use.
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 move 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,
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Acceptable Use Policy
5. Policies to Prevent Damage to Equipment:
A, Beverage containers and food shall not be placed near
computers, keyboards, mice, printers, or any other
computer equipment.
B. Eating andlor drinking over computer equipment shall
not be permitted,
C, Plants should not be located above or near any computer
equipment.
6. Personal Computer Equipment:
Personal computer equipment shall not to be connected to the
City's network or any City-owned computer/technology related
equipment. Examples of such personal equipment include but
are not limited to: printers, scanners, keyboards, mice,
monitors, digital cameras, card readers, etc. An exception is
made only for vendors and contractors that are working on
City equipment or working for the City, and have been
approved by INFORMATION SERVICES.
Internet Use Aereement
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 e-mail accounts to other
people.
E. Employees may not allow non-employees to access the Internet
through City facilities.
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Acceptable Use Policy
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 e-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 e-mail will be closely monitored.
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, e-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,
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Computer, Internet, and Email
Acceptable Use Policy
Emplovee Aereement 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 City's computers, e-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
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