516 Computer and Email Usage.pdf

Bonita Springs Fire Control and Rescue District Policy & Procedures Handbook 516 Computer and Email Usage Effective Date: 7/12/2010 Revision Date: 9/1/2011 General All district equipment is the property of the District and is to be used solely for District business. Employees may not use a code, acc...

Bonita Springs Fire Control and Rescue District Policy & Procedures Handbook 516 Computer and Email Usage Effective Date: 7/12/2010 Revision Date: 9/1/2011 General All district equipment is the property of the District and is to be used solely for District business. Employees may not use a code, access a file, retrieve any stored information, or otherwise use District equipment other than as a normal part of their jobs, unless they have received prior clearance by the Fire Chief, or his designee. To ensure that the use of District equipment or data is consistent with the District's business, authorized representatives of the District may monitor the use of such equipment from time to time. Employees must keep personal phone calls to a minimum and shall not exceed three - five minutes. Phone calls must not interfere with an employee's work; this privilege may not be abused. Employees may make limited local area calls on District telephones for essential personal business. Emergency calls regarding illness or injury to family members, changed family plans, or calls for similar reasons may be made at any time. Incoming urgent calls will be directed to employees immediately. Employees shall not use the District's address as a personal mailing address. District postage shall not be used for employees' personal mail. Violations of this policy may subject an employee to disciplinary action, up to and including discharge from employment with just cause. Text Messaging This District recognizes that text messaging has become a widely used form of communications for the District’s employees. All employees are expected to use text messaging in a manner consistent with the intent and requirements of all District policies. Employees are expected to use text messaging ethically, legally, and responsibly. Like personal phone communications, personal text messages must not interfere with an Employee's work; this privilege may not be abused. Employees must keep personal text messaging to a minimum. Computer Equipment The District encourages the use of the computer system to communicate with fellow employees and associates in connection with official business of the District. Information made or received in connection with District business on the District’s computer system is a public record. Personal business may be conducted on District computers only after the Employee receives prior approval of the Fire Chief, or his designee. The District shall not be responsible for saving or maintaining any personal documents that may have been created, maintained, or received by employees on the District’s computers, and employees should not save any personal documents on the District’s network or computer. Computers are not to be turned off unless the proper shutdown technique is used. Installation of software or hardware, opening of computer casing, and moving, relocating, or swapping of computer components are prohibited. Page 78 of 145 Bonita Springs Fire Control and Rescue District Policy & Procedures Handbook Internet Use As a condition of providing internet access to its employees, the Bonita Springs Fire Control and Rescue District places certain restrictions on use of the Internet in the workplace. The District encourages employees’ use of the Internet to: Communicate with fellow employees and associates regarding matters within an employee's assigned duties. Acquire information related to, or designed to facilitate the performance of regular assigned duties. Facilitate performance of any task or project in a manner approved by an employee's supervisor. The District expressly prohibits the following use of the Internet access provided by the District: Dissemination or printing of copyrighted materials (including articles and software) in violation of copyright laws. Sending, receiving, printing, or otherwise disseminating proprietary data, or other confidential information of Bonita Springs Fire Control and Rescue District in violation of District policy or proprietary agreements. Offensive or harassing statements or language including disparagement of others based on their race, national origin, sex, sexual orientation, age, disability, religious, or political beliefs. Sending or soliciting pornography, sexually oriented messages, or images. Operating a business, usurping business opportunities, soliciting money for personal gain, or searching for jobs outside the District. Sending chain letters, gambling, or engaging in any other activity in violation of local, state, or federal law. District employees or any other persons may not install hardware or software that was not purchased by the District on the District owned computers. All use of the District’s Internet must be consistent with the intent and requirements of all District policies and must be carried out in an ethical, legal, and responsible manner. Email Emails that are created or received by the District’s employees or its representatives in connection with the transaction of official business of the District may be considered a public record and may be subject to inspection and/or copying in accordance with Chapter 119, F.S.. Email users must use their assigned District email address in connection with the transaction of official District business. Users may not use their personal email address for official District business, and any emails received by users on their personal email accounts shall be forward to their District email address and/or the District’s Records Custodian. Email users have no right of personal privacy in any material created, stored in, received, or sent over the District’s email system. Emails concerning official District business may not be deleted or Page 79 of 145 Bonita Springs Fire Control and Rescue District Policy & Procedures Handbook destroyed except in compliance with the records retention schedule set forth in Chapter 119, F.S.. The District reserves and may exercise the right to intercept, monitor, access, search, retrieve, record, copy, inspect, review, block, delete, and/or disclose any material created, stored in, received, or sent over the District’s email system for purpose of protecting the District from unauthorized or improper use or criminal activity. Employees shall not email any material that would constitute harassment, hate speech, or libel; nor shall employees transmit emails that contain ethnic slurs, profanity, personal insults, or engage in conduct that would not be acceptable in the District’s workplace. Employee email usage shall be subject to the same restrictions and prohibitions listed above relating to Internet usage. All use of the District’s email must be consistent with the intent and requirements of all district policies and must be carried out in an ethical, legal, and responsible manner. Social Media and Networking Sites Social media and networking sites shall be defined by this policy as: various forms of discussion and information sharing technologies including social networks, blogs, video sharing, podcast, wikis, message boards and online forums. Social media applications include, but are not limited to, Google and Yahoo Groups, My Space, Facebook, You Tube, Flickr, Twitter, LinkedIn, and blogging (You Tube may be used for training purposes only). The District recognizes that its employees may choose to participate in social media and networking sites. To the extent district employees choose to communicate on these sites, such participation shall not occur while the District employees are on duty. Unless specifically authorized by the Fire Chief, district employees are prohibited from using district equipment to access social media and networking sites. District employees using these sites should assume that information posted on these sites will become public information, and therefore should use these sites responsibly. Employees who participate in social media and networking site communications may not attribute any personal statements, opinions, or beliefs of the District when engaging in such communication. Employees shall not post any material that would constitute harassment, hate speech, or libel; nor shall Employees use ethic slurs, profanity, and personal insults or engage in conduct on the social media and networking sites that would not be acceptable in the District’s workplace. District employees shall not create a social networking site to conduct District business unless specifically authorized by the Fire Chief. Release of Details Relating to Emergency and Non-Emergency Incidents and Responses. Details relating to emergency and non-emergency incidents and responses, including photographs, shall not be disclosed, released or posted via email, text messaging, the internet, blogs, websites, social networking sites (That is; Twitter, Facebook, etc.), or other media sources. The disclosure of details relating to emergency medical incidents and responses may violate federal and state patient privacy laws, including HIPPA. Violation of these federal and state laws may result in individual and district liability for such disclosures. Accordingly, communications relating to the details of all emergency calls observed Page 80 of 145 Bonita Springs Fire Control and Rescue District Policy & Procedures Handbook by staff is strictly prohibited. This policy applies to incidents observed while district employees are on duty and off-duty. The release or dissemination of information relating to structure or vehicle fires is also prohibited, regardless of whether or not humans or animals have been injured in such structures or vehicles, since these details may be the subject of criminal investigations or civil disputes. Violations of this policy shall result in an appropriate discipline. Should a disclosure be found in violation of HIPPA and an employee’s license be revoked or suspended for such a disclosure, discipline for such disclosures could include termination with just cause. Loaning of Department Equipment Fire District Property may be loaned to other governmental entities by completing an Equipment Loan Form that is approved by the Chief, or his designee. The approval will not be granted if the item is scheduled to be utilized by this District during the requested period. District Investigations District investigations into an employee’s conduct including the inappropriate use of District equipment, internet, emails, text messaging, pinning, and social networking or media sites while on duty may affect the classification of such communications as “personal”, and such documents or communications may become a public record under Chapter 119, F.S. Consequently, the District strongly encourages its employees to use all modes of communication and technology in an ethical, legal and responsible manner. Page 81 of 145