Computer and Internet Policy

NCSI is committed to a high tech work environment and devotes substantial resources toward this end

NCSI recognizes that use of the computers and the Internet has many benefits for NCSI and its employees. The Internet and e-mail make communication more efficient and effective. Therefore, employees are encouraged to use the Internet and e-mail appropriately. Inappropriate usage of the Internet and e-mail can place NCSI and others at risk. This policy discusses acceptable usage of the Internet and e-mail as well as other computer usage.

NCSI computers, electronic systems and records and the computer network and Internet access are intended for NCSI business uses only.

Guidelines

The following guidelines have been established for using the NCSI computer system in an appropriate, ethical and professional manner.

1. The NCSI Internet and e-mail access may not be used for transmitting, retrieving or storing of any communications or content of a defamatory, discriminatory, harassing, obscene or sexual nature. No messages with derogatory or inflammatory remarks about an individual's race, age, disability, religion, national origin, physical attributes or sexual preference shall be transmitted. Harassment of any kind is prohibited. 2. Disparaging, subversive, abusive, profane, or offensive language; materials that would adversely or negatively reflect upon NCSI or be contrary to NCSI’s best interests; and any illegal activities -- including piracy, hacking, cracking, extortion, blackmail, spamming, copyright infringement, and unauthorized access to any computers or the Internet or e-mail -- are forbidden. 3. Copyrighted materials belonging to entities other than NCSI may not be transmitted by employees on the company's network. All employees obtaining access to other companies' or individual's materials must respect all copyrights and may not copy, retrieve, modify or forward copyrighted materials, except with permission or as a single copy to reference only. If you find something on the Internet that may be interesting to others, do not copy it to a network drive. Instead, give the URL (uniform resource locator or "address") to the person who may be interested in the information and have that person look at it on his/her own. 4. Do not use the system in a way that disrupts its use by others. This includes excessive remote usage, sending or receiving many large files and "spamming" (sending e-mail messages to thousands of users.) Separate rules exist for sending mass emails from EBMS – please refer to those as needed. 5. The Internet is full of useful programs that can be downloaded, but some of them may contain computer viruses that can extensively damage our computers. All software downloads must be performed and approved by the Director of IT in advance. 6. Use caution when opening email attachments. Be sure you know what the attachment is and who it is from before you open it. Do not open any executable files (.exe). If you open something and suspect an issue, contact the Director of IT right away. 7. Whenever possible, instead of emailing a document to an NCSI employee, email the location where that employee can find the document on the network (ie. S:/NCSI Policies and Employee Handbook/Computer Policy.) This practice will conserve storage resources. 8. Each employee is responsible for the content of all text, audio or images that he/she sends or receives over the company's Internet and e-mail system. No e- mail or other electronic communications may be sent which hides the identity of the sender or represents the sender as someone else. Also, be aware that NCSI’s name and disclaimer is attached to all messages so use discretion in formulating messages. 9. Computer usage and E-mail should never be considered by an individual employee to be private or confidential. All electronic communications are NCSI property. Therefore, NCSI has the capability and reserves the right to examine, monitor and regulate e-mail messages, directories and files, as well as Internet usage. 10. Internal and external e-mail messages are considered business records and may be subject to discovery in the event of litigation. Be aware of this possibility when sending e-mail within and outside the Company. 11. Employees must use 3rd party ISP’s such as Yahoo, AOL, etc. for personal e-mail. 12. Brief /occasional personal use of company Internet access (i.e. news, stock quotes, e-mail, streaming audio) is permitted. However, inappropriate and/or social networking websites such as MySpace, Facebook and YouTube are prohibited. Distractive use, excessive use and/or abuse of this privilege is prohibited. Employees must limit personal use to a couple of minutes per day. 13. Personal files, e-mails, documents, pictures, cookies, etc. may not be stored on NCSI computers or servers. 14. Great care must be taken to protect laptops used in the field or at home. They must be secured at all times (never checked as luggage). Laptops are not to be left unsecured at any time including at convention centers, hotels, hotel rooms, etc. NCSI laptops must be password protected and employees should exercise due care to secure at all times. Also employees should not have extra stored data or documents not necessary for the job at hand stored on their laptop hard drive. Additional information is included in the laptop agreement each employee receives with his/her laptop. 15. The Director of IT and the Chief Security Officer (CSO) are to be notified immediately upon any breach of security. The Director of HR must be notified immediately of any breach of this policy. 16. The E-mail system is not intended to replace face-to-face communications and personal interaction. Disputes and/or disagreements between NCSI employees are never to be conducted or debated by email. 17. Use of NCSI computers for unauthorized outside activities (clubs, associations, businesses, PTA’s, hobbies, etc.) is prohibited unless approved by an officer. 18. Notwithstanding the company's right to retrieve and read any electronic mail messages, such messages should be treated as confidential by other employees and accessed only by the intended recipient. Employees are not authorized to retrieve or read any e-mail messages that are not sent to them. 19. Should it be deemed necessary to utilize a personal electronic device (such as a Blackberry, iPhone or PDA) for NCSI business purposes including email, prior approval by the President or CEO, is required via the Personal Electronic Device Purchase Pre-Order Form, before you purchase the device and/or link it in any way to the NCSI computer system. The NCSI Director of IT will oversee any connections between the NCSI computer system and these devices.

NCSI 's Right to Monitor and Consequences

All company-supplied technology, including computer systems and company-related work records, belong to NCSI and not the employee. NCSI routinely monitors usage patterns for its e-mail and Internet communications. Although encouraged to explore the vast resources available on the Internet, employees should use discretion in the sites that are accessed.

Since all the computer systems and software, as well as the e-mail and Internet connection, are NCSI-owned, all company policies are in effect at all times. Any employee who abuses the privilege of NCSI facilitated access to e-mail or the Internet or any portion of this policy, may be denied access to the Internet or have his/her computer privileges limited and, if appropriate, be subject to disciplinary action up to and including termination.

We count on every employee to use sound judgment when using NCSI’s computer resources. While we do not surreptitiously monitor normal employee usage, it is necessary to monitor our network and maintain our PC’s and laptops. Please understand the company has high-tech safeguards and tools in place to ensure the integrity of our computer systems.

Questions Regarding the Use of the Internet or E-mail

If you have questions regarding the appropriate use of the Internet, e-mail or any part of the NCSI computer system, contact the Director of IT, CFO or the Director of HR.

04/16/2008