East Ayrshire Council Information Technology Services ACCEPTABLE USE POLICY GOVERNING THE USE OF COMMUNICATION SYSTEMS ALL NETWORK USERS All Council employees including Teachers, Elected Members and Community Representatives All Network Users v1.1.7 Page 1 of 22 East Ayrshire Council Information Technology Services ACCEPTABLE USE POLICY GOVERNING THE USE OF COMMUNICATION SYSTEMS Title Page Number 1 - Contents Page 2 2 - Document Control 3 2.1 - Version History 3 3 - Introduction 3 3.1 - Overview 3 4 - Acceptable Use Policy 4 4.1 - General Policy 4 4.2 - Internet Usage 5 4.3 - Email Usage 6 4.4 - Telephone Usage 7 4.5 - Word Processing And Other Software 8 5 - Privacy & Monitoring 9 5.1 - Overview 9 5.2 - Internet Monitoring 10 5.3 - Email Monitoring 11 5.4 - Telephone Monitoring 12 6 – Responses To Breaches Of Policy 13 6.1 - Overview 13 7 - Housekeeping 14 7.1 - Recommendations 14 7.2 - Password Selection 15 7.3 - Trojans, Virii & Spyware 15 7.4 - Security & Asset Security 16 7.5 - HP iPaq Security 17 7.6 - USB Flash Drives 17 Appendix I : Internet Content Filter Categories 19 Appendix II : Email Content Filter Categories 20 Appendix III : Telephony Charges 21 Appendix IV : Acceptance & Declaration 22 All Network Users v1.1.7 Page 2 of 22 East Ayrshire Council Information Technology Services ACCEPTABLE USE POLICY GOVERNING THE USE OF COMMUNICATION SYSTEMS 2 Document Control 2.1 Version History Author Date Version Approved By Date Approved Ian Aston 27/06/07 1.1.7 Malcolm Roulston 30/06/07 3 Introduction 3.1 Overview The internet, email and telephony are essential tools, however, their use can expose the Council to technical, commercial and legal risks if they are not used sensibly. The aim of this policy is to: Provide guidance on use of the internet, email and telephony at work to minimise East Ayrshire Council‟s exposure to these risks Explain what users can and cannot do Provide information on all monitoring systems in use Explain the consequences for users and East Ayrshire Council if users fail to follow the rules set out in this policy Provide basic housekeeping guidelines and recommendations This document has been created in order to protect East Ayrshire Council, and all users, from the following risks relating to its network resources: User Productivity East Ayrshire Council allows personal use of its network resources. This activity is restricted to meal breaks, periods before or after the normal working day and teachers‟ non-class contact time. Users must follow the same restrictions with regards to „appropriate use‟ as and when they are using network resources for business or educational reasons Enhance Network Bandwidth All Network Users v1.1.7 Page 3 of 22 East Ayrshire Council Information Technology Services ACCEPTABLE USE POLICY GOVERNING THE USE OF COMMUNICATION SYSTEMS Non-productive sites and emails consume a significant amount of bandwidth. When users download large graphics, audio clips, movie clips or other non-work related information, it puts a drain on the Council‟s limited bandwidth which is an expensive resource. Eventually this causes a slowdown in network performance which impacts other users attempting to complete work related tasks via the internet Reduce Legal Liability This Acceptable Use Policy must be followed to protect the Council and all users from legal liability relating to internet, email and telephony use Reduce Reputational Risk This Acceptable Use Policy must be followed to protect the Council‟s reputation. Your use of the internet, email and telephony should not have a negative impact on the Council in any way It is important that all users read this policy very carefully. Breaches of this policy will be taken very seriously. If there is anything in this policy that users do not understand it is up to them to contact their line manager / supervisor / head teacher for an explanation. 4 Acceptable Use Policy 4.1 General Acceptable Use Policy The provision by the Council of ICT facilities such as the internet, email and telephony is specifically for its business and educational purposes. As indicated by this policy the Council recognises the importance of supporting a balance between work and personal life and so responsible personal use of ICT facilities is acceptable. Any such use must remain consistent with this policy at all times. Inappropriate or malicious use of East Ayrshire Council‟s resources include: All Network Users v1.1.7 Page 4 of 22 East Ayrshire Council Information Technology Services ACCEPTABLE USE POLICY GOVERNING THE USE OF COMMUNICATION SYSTEMS Inappropriate use or sharing of East Ayrshire Council IT privileges or resources (such as logon account information, access to PC, access to printer etc) Unauthorised changing of another user‟s password or access rights Violations of or infringes on the rights of any other person, including the right to privacy Creating or transmitting defamatory, false, inaccurate or otherwise biased material Using an East Ayrshire Council resource to actively engage in displaying, procuring or transmitting material that is in violation of sexual harassment policy or laws, hostile workplace laws or other legal policies Transmitting of customer, partner or other business or educational confidential data Distributing, disseminating or storing images, text or materials that might be considered indecent, pornographic, profane, threatening, racially offensive, abusive, obscene, terrorist or illegal Undertaking deliberate activities that waste user effort or networked resources e.g. streaming news; storing MP3 files on network drives; global email advertising sale of personal items Any activity that restricts or inhibits other users from using the system or the efficiency of computer systems Any communication that encourages the use of controlled substances Any communication that uses the system for the purpose of criminal intent The installation of applications without prior approval The use of internet chat applications (eg/ MSN Messenger) Introducing any form of computer virus onto the network Users may not illegally copy material protected under copyright law or make that material available to others for copying 4.2 Internet Usage East Ayrshire Council has a policy for the use of the internet whereby users must ensure that they: Use the internet in an acceptable manner Do not create unnecessary business risks to the Council by their misuse of the internet Unacceptable Behaviour All Network Users v1.1.7 Page 5 of 22 East Ayrshire Council Information Technology Services ACCEPTABLE USE POLICY GOVERNING THE USE OF COMMUNICATION SYSTEMS In particular, the following examples are deemed unacceptable use of the internet: Visiting internet sites that contain obscene, hateful or pornographic material Using the computer to perpetrate any form of fraud, software or music piracy Using the internet to send offensive or harassing material to other users Accessing or downloading copyrighted information in a way that violates the copyright Downloading commercial software or any copyrighted materials belonging to third parties, unless this download is covered or permitted under a commercial agreement or other such license Hacking or attempting to hack into unauthorised areas Undertaking deliberate activities that waste user‟s effort or networked resources Use of Peer to Peer File Sharing Applications, including applications to download and share music or videos over the internet If users inadvertently access inappropriate material they should inform their line manager / supervisor / head teacher immediately. This information should then be relayed to the ICT Security Manager. When entering an internet site always read and comply with the terms and conditions governing its use. Users should exercise extreme caution if conducting financial transactions or disclosing personal information over the internet and are reminded that the Council will not be responsible for any damages or loss that they may suffer. Users should be aware that instant messaging is specifically forbidden (applications including, but not restricted to : MSN Messenger, AOL Instant Messenger, Yahoo Messenger etc). 4.3 Email Usage East Ayrshire Council has a policy for the use of email whereby users must ensure that they: Use email in an acceptable way Do not create unnecessary business risks to the Council by their misuse of the email system All Network Users v1.1.7 Page 6 of 22 East Ayrshire Council Information Technology Services ACCEPTABLE USE POLICY GOVERNING THE USE OF COMMUNICATION SYSTEMS Email is the principal communication method by which the Council conducts business. Given its importance to the business, users are expected to adhere strictly to the policy. Unacceptable Behaviour In particular, the following examples are deemed unacceptable use of email: Use of the Council communications system to set up personal businesses Use of the Council communications system to send chain letters Forwarding of Council confidential data to external locations, this includes personal email accounts. If a role dictates that a user must transfer confidential material offsite, users must do so using an encrypted USB flash drive (see section 7.6 for additional information) Transmitting copyrighted information in a way that violates the copyright Breaking into the system or unauthorised use of a password / mailbox Broadcasting unsolicited personal views on social, political, religious or other non-business related matters Transmitting unsolicited commercial or advertising material Give rise to an unauthorised contractual commitment on behalf of the Council Users should think twice before giving out their east-ayrshire.gov.uk (or indeed any) email address. Special regard should be given to entering it on a website or some form of “discussion list”. Users should be mindful of the reputation of the organisation that they are dealing with, for instance, by deciding whether or not they have been established for some time. 4.4 Telephone Usage (including mobiles and faxes) Business Use - users of the Council's telephone systems are authorised to use the telephone system in support of their individual duties, departmental and service needs.
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