D-57

Policy

• This directive outlines the policies, duties, responsibilities, and authority of the Office of Management Information Services and Wide Area Network Administration.
• It covers all issues related to the PFD (Philadelphia Fire Department) Wide Area Network and its associated hardware and software.

Office of Management Information Services (MIS)

• Located in Fire Headquarters, the Network Administrative Unit is in charge of standardizing, acquiring, maintaining, and repairing the PFD Wide Area Network, along with related equipment.
• The Network Administrative Unit offers guidance to other units in developing and maintaining official PFD publications on the World Wide Web.
• It also supervises the PFD E-Mail System and all aspects of Departmental Internet Access.

Computer Documentation

• The Office of Management Information Services has created instructional and training materials for all personnel.
• Available documentation includes the PC Users Manual Booklet, System Orientation presentation, Chiefs' Staff Meeting Notes, Memoranda, and E-Mail announcements.

Responsibilities of All Members

• Each member must exercise appropriate control as directed by their rank when implementing this directive.

Responsibilities of the Office of Management Information Services (MIS)

• Evaluate and acquire approved hardware and software.
• Direct the installation of hardware, software, and assess system malfunctions.
• Manage the repair and maintenance of all Wide Area Network computers and related equipment.
• Oversee the Network Administrative Unit.
• Approve all upgrades and changes to the Network system to protect its integrity.

Responsibilities of the Network Administrator

• Evaluate, acquire, and deploy Wide Area Network hardware and software.
• Determine the optimal use of network resources-related hardware and software.
• Configure, place, and troubleshoot Wide Area Network computers, printers, and related hardware.
• Administer the distribution, configuration, and troubleshooting of approved software and applications.
• Administer electronic Inter-/Intra-Departmental communications (e-mail), including related hardware and software.
• Administer departmentally-sanctioned Internet Access Accounts.
• Maintain and monitor Network Security, including the Firewall.
• Coordinate outside contractors and services related to network functionality.

Responsibilities of Officers and Unit Heads

• Ensure personnel operate workstation computers without corrupting data or damaging hardware/software, including prohibiting eating, drinking, or smoking near workstations.
• Ensure no unauthorized upgrades, changes, additions, or repairs are made to the unit's computers, including hardware and software.
• Oversee system usage and promptly report malfunctions to the Office of Management Information Services.
• Order necessary supplies like disks, paper, and toner, and perform routine data backups.

Responsibilities of Users

• All PFD members must understand and follow the PFD Wide Area Network Directive and the PC User's Manual Booklet.
• Sharing Log-in passwords is not allowed, as it compromises Network and Unit security.
• Authorized users must follow city and departmental policies on email and Internet use.
• Users cannot make unauthorized changes to hardware or software, and unauthorized software installations are prohibited.

Email Usage Guidelines

• Draft emails with the same formality as printed memos, avoiding informal or offensive remarks.
• Emails should follow the chain of command.
• Copying someone above your direct supervisor can disrupt the chain of command and prevent issues from being handled at the appropriate level.
• City email systems are subject to all laws and policies prohibiting intellectual property rights infringement, harassment, discrimination, and defamation.
• Do not use email for communications or data transfers that infringe copyright or violate Fire Department/City policies.
• Emails must not contain defamatory, fraudulent, harassing, or offensive content, including sexually explicit material.

Email Privacy

• The City owns the email system and its messages, stored on Fire Department and City network servers and desktop computers.
• The Office of Management Information Services and Network Administrator can access and disclose employee emails for official duties.
• The Fire Department may monitor, review, and disclose stored emails without notice for auditing, security, performance reviews, or other reasons.
• Deleted emails may still exist on backups and archival devices, so users should not expect privacy in email communications.
• Emails and other electronic communications may be subject to disclosure under Pennsylvania's Right to Know Act, the Philadelphia Home Rule Charter, and may be accessed during litigation or by law enforcement.

Email Records Retention

• The City owns email communications, which can be retrieved even after deletion.
• Emails on City-owned equipment are public records and Fire Department property regulated with assistance from the Department of Records.
• Electronic records have the same retention and management requirements as paper records.
• Emails falling under the Department's Record Retention Schedule must be saved for the specified period and deleted afterward.
• Before deleting, users must determine if an email is a public record under the Fire Department’s Record Retention Schedule.
• When retention is required, users can use Lotus Notes Archiving to save records.

Conduct on the Email System

• All existing Fire Department and City policies apply to email use, especially those concerning intellectual property, privacy, misuse of City resources, harassment, information security, and confidentiality.
• Non-compliance may result in disciplinary action.

Guidelines for Internet Usage

• The internet is to be used by employees accessing the internet from city premises and/or through City-furnished computers, networks or telecommunications facilities
• These guidelines ensure appropriate and inappropriate use of the Internet.
• Internet access is to be used as a resource to aid in the role as employees, and should be job-related
• Any other use that is not job-related is prohibited

Internet Usage Monitoring

• The office of Management Information Services and the Network Administrator can monitor Department employee's internet usage
• The Fire Department can review and disclose internet pages without notice to the user
• This is to be used for auditing, security, and job performance reviews

Unacceptable uses of Internet Access

• Internet use if subject to all applicable laws and city policies relating to discrimination, harassment, defamation, or infringement of intellectual property rights
• The internet must not be use for communication that includes
• Information that infringes trademarks or copyrights of third parties
• Communications that contain material that is illegal
• Communications that contain fraudulent, harassing, offensive, or discriminatory content
• Communications that are personal in nature
• Communications that are related to a private business enterprise
• Communications that do not relate to one's assigned duties

Restrictions on sensitive City Information

• Sensitive city information must not be distributed over the internet
• Transmission and distribution of Fire Department information for city business purposes is subject to the individual unit policies, along with any Fire Department restrictions

Electronic Mail Policy for Internet

• Usage is subject to the current Electronic Mail Policy, including:
• Internet email message can be intercepted by third parties and shouldn't contain sensitive City information
• You must not send or receive email messages under a username or password not assigned to you by the City
• You must not use city furnished Internet access to send personal email messages

Restriction on Internet Use based on City policy

• In accordance with City policy requiring that City facilities be used solely for city business, your City furnished internet access must not be used for
• Promoting political candidates or political activities
• Participating in public debates on the Internet without a supervisor's approval
• Participating in public debates or exchanges in ways that suggest that your personal views are public views of the City

Restrictions on Internet Account Use

• You must not access the internet for personal reasons from Fire Department, city computers, networks or telecommunications facilities
• You must not use City equipment to access personal Internet accounts
• City-furnished internet access must not be used to create, host or maintain personal Internet pages
• You must not use any username or network password except your own, without the appropriate knowledge and consent of your supervisor

Acceptable use of Internet Access

• Acceptable reasons for Internet access include (with unit head approval):
• Searching the Internet for information that relates to a project for your job
• Searching for information that you can download for purposes of job-related training
• Sending and receiving email messages to non-City personnel (such as consultants) for conducting Department business

Firewall Protection

• Access to and from the Internet and the City is protected by "firewall" software and computers
• This is to help prevent unauthorized Internet users from gaining access to City computers
• Any computer linked to City Net connected to the Internet without the firewall is a security risk and strictly prohibited.

Administered Internet Access

• Access to the Internet for City Net and Fire Department computers is jointly administered by
• The Mayor's Office of Information Services (MOIS)
• Department of Public Property
• Communications Division
• As well as the Fire Department's Office of Management Information Services and Network Administrative Unit
• Access to the internet is only granted to the extent that is required by business
• A unit's account will contain internet usage and the sites that were visited
• A monthly summary is created, similar to long distance telephone use

General Information

• Computerized data is not to be released to any outside agency without approval from the Fire Commissioner
• All computers, hardware, and software will be issued by the Office of Management Information Services
• This office is responsible for all administrative aspects and logistics of equipment
• All computer equipment are subject to inspection by the Office of Management Information Services
• Conflicts stemming from a unit's deviation from these policies will be reviewed and be resolved by the Commissioner and the Deputy Commissioner for Administrative Services

Vendor Repairs

• The Office of Management Information Services is authorized to request vendor repairs on Fire Department computers
• When a computer fails, the commanding officer must immediately contact the Office of Management Information Services
• They must provide required information such as serial number and computer activity immediately preceding the malfunction