SFD.021.REV2 - Internet, Computer and E-Mail.pdf

Manual Name: Spring Fire Department Policies & Procedures Document Title: Internet, Computer and E-Mail Policy Chief’s Signature: Document Number: SFD.021 Date: 04/01/15 Revision Number: 02 PURPOSE This document defines the policy and basic guidelines of Spring Fire Department herein referred to a...

Manual Name: Spring Fire Department Policies & Procedures Document Title: Internet, Computer and E-Mail Policy Chief’s Signature: Document Number: SFD.021 Date: 04/01/15 Revision Number: 02 PURPOSE This document defines the policy and basic guidelines of Spring Fire Department herein referred to as (SFD) that must be followed by all members, employees, temporaries and contractors to ensure proper use of ALL computers and regarding Internet Access and E-mail SCOPE This procedure applies to all members and employees of Spring Fire Department, Spring Volunteer Fire Association, Inc. herein referred to as (SVFA), temporaries and contractors. GENERAL INFORMATION All computers that are located in buildings on property owned by Spring Volunteer Fire Association, Inc. are covered in this policy. All computers issued to individuals for use outside the property of SVFA/SFD are also covered under this policy. All computers that are purchased using monies other than member or employee’s personal money are considered to be owned by SVFA/SFD. When using a members or employee’s personally owned computer on property owned by SVFA/SFD you must adhere to the guidelines of this policy. SVFA/SFD offers the use of computers and the internet to members and employees because of the effectiveness of such tools in conducting its governmental duties and responsibilities. All members and employees are required to become comfortable and proficient with using these tools. Members and employees shall refer to both paid and volunteer members of SVFA/SFD. All computers, software, e-mail facilities, printers, scanners, peripherals and other equipment are the property of SVFA/SFD. In addition, all documents produced using these resources are the property of SVFA/SFD. All computer resources are provided to perform the work and fulfill the obligations of SVFA/SFD. With increased focus on computer and internet tools, SFD has established the following policies and guidelines on the use of computers, internet and e-mail. The SVFA/SFD has created an IT Department that will maintain our computer network with the assistance of outside contractors as necessary. All references to Network Administrators, etc. will be encompassed by the IT Department. The Director of the IT Department reports directly to the Fire Chief. ETHICS STATEMENT Each member and employee is expected to act responsibly and ethically when using all computers and the internet. The computers are the property of SVFA/SFD and must be used and treated accordingly. Anyone violating the policies or guidelines contained herein may be subject to denied access and/or disciplinary action up to and including, but not limited to, termination of membership or employment and/or separation from the department. Page 1 of 6 Manual Name: Spring Fire Department Policies & Procedures Document Title: Internet, Computer and E-Mail Policy Document Number: SFD.021 Date: 04/01/15 Revision Number: 02 DISCLAIMER Specific computer and internet usage guidelines follow, but these are only examples and may not be all-inclusive. All policies are subject to change, with or without notice, as the computing and network requirements of SVFA/SFD evolve. RESPONSIBILITY All members and employees of SVFA/SFD, temporaries and contractors. REVIEW The IT Department and Executive Board are responsible for reviewing this procedure and insuring its accuracy. PROCEDURE/POLICY Password Access: Each user is required to use a password to gain access to the system. Each user will be provided a password and will be required to change it as soon as possible. Each user’s password is private and should not be revealed to anyone except the user’s supervisor, and/or a member of the IT department but only if requested. Nor should any user log onto a computer, and then turn the computer over to another person. Monitoring Privileges: SVFA/SFD has the right to monitor and audit all internal and external e-mail sent by SVFA/SFD members and employees without further notice to the members and employees. In addition, SVFA/SFD has the right to monitor and audit all internet activities, including web pages downloaded or accessed, web browsing or web surfing by SVFA/SFD members or employees on SVFA/SFD computers without further notice to members or employees. E-mail Privacy: E-mail privacy is not guaranteed. It is understood that e-mail shall be used in conducting official business of SVFA/SFD; therefore, members and employees do not have protected privacy interests in such e-mails sent or received on SVFA/SFD computers or equipment. E-mail Transmissions: Do not transmit any harassing, intimidating or annoying e-mail, either internally or externally, using SVFA/SFD e-mail facilities. Personal Statements: Do not express personal opinions in any external e-mail messages. Usage: SVFA/SFD’s computer resources, including the internet, are expected to be used in a professional manner primarily for business purposes. Reasonable use of these resources for nonbusiness purposes may be permitted if consistent with other provisions of this policy. Incidental Use: Good judgment must be used with any incidental personal use of the internet, computers, and related equipment. Page 2 of 6 Manual Name: Spring Fire Department Policies & Procedures Document Title: Internet, Computer and E-Mail Policy Document Number: SFD.021 Date: 04/01/15 Revision Number: 02 File Transmission: All files transmitted via e-mail, diskette, or through any other means of transmission, from any other system should be checked for viruses before they are read, copied, moved, edited, accessed, or otherwise used on an SVFA/SFD computer. Inappropriate Use: Do not use SVFA/SFD’s computers or the internet for anything inappropriate while on SVFA/SFD’s premises or while performing your official duties. Do not access any material that is normally not appropriate in an office setting. Some examples of inappropriate actions include, but are not restricted to:  Viewing, downloading, soliciting, or otherwise accessing any erotica, sexually oriented messages, cartoons, images, or any pornographic material on any computer. Anyone violating this policy is subject to disciplinary action up to and including, but not limited to, termination of employment or membership.  Operating a private business in any manner.  Transmitting confidential information in any form or manner, including e-mail, not approved by the member or employer’s supervisor.  Viewing, downloading, or otherwise accessing any racist or other hostile materials.  Sending chain letters, gambling, or engaging in any other activity in violation of federal, state, or local laws.  Using vulgarities, swearing or any other unsuitable language in internal or external e-mail. LEGAL RESTRICTIONS No member or employee shall use e-mail, software, the internet, or any equipment provided in any way that violates any federal, state, and/or local law. Downloading: Download only material that pertains to SVFA/SFD business. Appropriate Access: If an employee feels it is appropriate to access or obtain information in another acceptable medium (such as telephone, library, etc.) then the employee may use computers or the internet unless access in this manner is unauthorized for other reasons. A member or employee should not use computers for something that the member or employee should not otherwise do. Software Transmissions: Do not send or receive any software on any computer without prior approval of the IT Department. Do not send or receive any software on any computer using the internet. Software includes any non-text document such as a screen saver, driver or any other executable file. Page 3 of 6 Manual Name: Spring Fire Department Policies & Procedures Document Title: Internet, Computer and E-Mail Policy Document Number: SFD.021 Date: 04/01/15 Revision Number: 02 Software Installation: Software installed on a computer should be used consistently with a license on file with SVFA/SFD. In the event a member or employee needs licensed software to perform their job duties, the member or employee shall discuss these needs with his/her supervisor. The member or employee understands significant penalties may be imposed for violations of software licensing agreements. Software Duplication: Members or employees may not duplicate any licensed software or related documentation purchased by SVFA/SFD without permission from the IT Department. SVFA/SFD must be expressly authorized by the licensor to allow duplication before the IT Department may give permission. Unauthorized Duplication: Unauthorized duplicating of software may subject members and employees and/or SVFA/SFD to both civil and/or criminal penalties. Home Use: Software purchased by SVFA/SFD is for official use and may not be taken home or loaded on a member or employee’s personal computer without permission from the IT Department. Administrator Privileges: SVFA/SFD or a designee, Network Administrator and other computer support personnel (IT Department) have the right to examine the content of any computer or equipment at any time and without notice. They may upgrade, configure, optimize or troubleshoot the computer in any way necessary for the performance of their duties up to and including replacing any component, peripheral or computer. Access Error: If any member or employee inadvertently accesses an unexpected and inappropriate site, then that member or employee should simply exit the site as quickly as possible and not visit the site again. If this becomes a problem, then the member or employee should contact their supervisor. Public Statements: No member or employee shall make any on-line statements about SVFA/SFD, its position on any issue, its business, its policies, its patients, or its competitors using any computers unless the statement has been approved in advance through the policies stated in the Department Rules and Operating Procedures and/or Constitution and/or By-Laws or any other governing documents. Chat Rooms: Posting messages to or participation in non-business related newsgroups or chat rooms using computers and software is prohibited without permission from the IT Department. Incurred Costs: If a member or employee incurs unauthorized costs, fees, or charges, then that member or employee has the sole responsibility for said costs or charges. Dial-In Access: Dial-in access from other locations or remote stations is provided to members on a case-by-case basis. Approval from the IT Department is required before service is authorized. While connected to the network all SFD policies and guidelines apply to computer and internet usage without exception. Page 4 of 6 Manual Name: Spring Fire Department Policies & Procedures Document Title: Internet, Computer and E-Mail Policy Document Number: SFD.021 Date: 04/01/15 Revision Number: 02 INTERNET SERVICE STANDARDS It is important to understand that the internet is a network of global networks and that performance and reliability problems on the internet are not and cannot be managed by SVFA/SFD. Consequently, there is no response time guarantee or any guarantee that a service or system will be available on the internet when a member or employee attempts to use that site. SVFA/SFD works closely with its internet provider to alert them of problems and issues, but has no control over availability of systems and services that are provided on the internet. SECURITY Computer and Internet use in today’s workplace has become common. As a result, security has become a primary concern for all computer departments. SVFA/SFD is not an exception. Consequently, all members and employees are asked to report any security weaknesses, especially computer viruses, regardless of whether the source is internal or external. If a member or employee has any questions regarding the policies and guidelines, then contact your supervisor. Page 5 of 6 Manual Name: Spring Fire Department Policies & Procedures Document Title: Internet Computer and E-mail Policy Acknowledgement Chief’s Signature: Document Number: SFD.021 Date: 04/01/2015 Revision Number: 02 The Internet, Computer and Email Policy SFD.021 is intended to provide each member of the Department with the guidelines associated with the use of the Department’s email/Internet system (the system). This policy applies to all members, contractors, vendors, partners, or associates, and any others accessing and/or using the Department’s system through onsite, remote terminals or personal electronic devices (personal cell phones, I-Pad’s, Laptops etc.) when accessing Department Email and/or remotely logging into Spring Fire Departments Domain. The system, and all data transmitted or received through the system, are the exclusive property of the Department. Members/Employees are only to use Department Email for Department related business only, personal use of email is prohibited, inclusive to emails sent or received on personal devices using the departments email address. No individual should have any expectation of privacy in any communication over this system. ALL information transmitted is public knowledge via PIA (Public Information Act) requests. Any individual permitted to have access to the Department’s system, email and/or Internet address and/or access code will use the system, consistent with this policy. The Department reserves the right to monitor, intercept, and/or review all data transmitted, received, or downloaded over the system. Any individual who is given access to the system is hereby given notice that the Department will exercise this right periodically, without prior notice and without the prior consent of the member. The Department’s interests in monitoring and intercepting data include, but are not limited to:     Protection of Department proprietary and classified data; Managing the use of the Department’s computer system; Preventing the transmission or receipt of inappropriate materials by members; Assisting the member in the management of electronic data during periods of absence. No individual should interpret the use of password protection as creating a right or expectation of privacy. In order to protect everyone involved, no one can have a right or expectation of privacy with regards to the receipt, transmission or storage of data on the Department Voicemail/Email/Internet system. Any member who abuses the privilege of access to the Department’s voicemail, email, or the Internet system will be subject to corrective action, up to and including termination of membership. If necessary, the Department will also advise law enforcement officials of any illegal conduct. By signing below, I agree to comply with the rules, policies, and procedures set forth herein. _____________________________________ __________________ Member Signature Date __________________________________________ Member Name (please print) _____________________________________ __________________ Representative Signature Date Page 6 of 6