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HomeMy Public PortalAboutResolution 1251"' ~ VILLAGE OF PLAINFIELD WILL COUNTY'S OLDEST COMMUNITY RESOLUTION NO.~ ~ ~ 7 Susan Janik VILLAGE CLEflK A RESOLUTION AMENDING THE PERSONNEL RULES AND REGULATIONS, COMMONLY KNOWN AS TAE VILLAGE OF PLAINFIELD PERSONNEL POLICY MANUAL. WHEREAS, the President and Board of Trustees of the Village of Plainfield adapted Personnel Rules and Regulations known as the Village of Plainfield Personnel Policy Manual on October 5, 1998; NOW, THEREFORE, BE IT RESOLVED BY THE PLAINFIELD BOARD OF TRUSTEES OF THE VILLAGE OI' PLAINFIELD, WILL COUNTY, ILLINOIS, as follows: ATTACHMENT DComputer Equipment/E-Mail/Internet Policy This Resolution shall be effective May 15, 2000. Passed this 15~' day of May, 2000. A, Village Cler Vt ge side ATTEST: ~~ Village Cle Richard A. Rock PRESIpENT 7pl IATFFR Stephen J. Calabrese John H. Cherry Michael Collins Kathy O'Conn®II Steven L. Rathbun Raymond Smolich 530 W. LOCKPORT STREET, SUITE 206 •PLAINFIELD, ILLINOIS 60544 (815) 436-7093 Fax (815) 436-1950 Village of Plainfield Computer Equipment/E-Mail/Internet Policy 1) Use Of Village-Owned Computer Equipment/Software: The employee consents to the employer's monitoring of all data, documents, and electronic mail messages. The Village reserves the right to monitor data, documents, and electronic mail (e-mail) messages at any time, with, or without notice to the employees. The Village may periodically audit the storage devices of all computers and reserves the right to clear any and all data not related to Village business. Employees may be disciplined up to discharge for improper use of Village-owned equipment, or software. 2) Installation of Software ou Village-Owned Equipment: All software installed on any Village-awned computer system shall be done by the Department Head, or with the consent of the Department Director. All software shall be scanned for viruses prior to installation on either the Village's computer networks, or any Village-owned computer equipment. 3) Personal Computer Back-Up Policy: p'or the protection of the Village's computer users, all data, documents, and a-mail messages shall be stored on the Village's computer networks. If the user desires to stare documents on either diskettes, tape, local hard disks, or any other media attached to a personal computer, it is the user's sole responsibility to make back-up copies of the data, documents, or e- mail messages. 4) Electronic Mail (E-Mail) Policy: The Village operates and maintains an a-mail system.to communicate between employees, and between employees and the outside world through the Internet. All computer users shall have access to the Village's internal a-mail system. Computer users shall have use of the Internet's a-mail system with the consent of their Department Head only. The users should be aware that the action to delete data, documents, or a-mail messages does not mean that the data, document, or a-mail message has been eliminated from the system. Employees may be disciplined up to discharge for improper use of the a-mail system by using any form of derogatory language on the system. 5) Internet Policy -Overview: The Internet is a useful research and communication resource that is provided to municipal employees for uses related to municipal business. Access to the Internet provides a-mail capabilities far contacting outside resources and access to databases for research and informational purposes. This policy is intended to prevent the misuse of Internet access, specifically as it pertains to the fallowing unacceptable practices. 1. Improperly downloading files that contain viruses that may contaminate Village information systems and databases. 2. Accessing objectionable or improper material. 3. Use of work time to access non-work related information or to "surf' the Internet. 4. Misrepresenting an individual's opinion as Village policy. Each individual user is responsible for the appropriate use of this resource as described in the Employee Internet Policy. Each department is responsible far ensuring that each user is familiar with the contents of this policy. 6) Statement of Purpose: To ensure that use of the Internet among employees of the Village is consistent with municipal policies, all applicable laws, the individual user's jab responsibilities, and to establish basic guidelines for appropriate use of the Internet. 7) Policy: Employee Internet access must be authorized by appropriate supervisory personnel in each Village department. 2. Access to the Internet via Village equipment can only be used for Village related business. The user cannot disrupt or interfere with the work performed by the users of the Village's own computer system or misrepresent the interest of the Village. Internet access for personal use is prohibited. All use of the Internet via Village equipment must be in compliance with all applicable laws and policies, federal, state, and local laws, in addition to Village policies. Internet access via Village equipment, therefore, must not be used for illegal, improper, or illicit purposes. a. Users shall not use Village equipment to attempt any unauthorized use, nor interfere with other user's legitimate use, of any internal or external computer. b. Users shall not create, install, or knowingly•distribute a computer virus of any kind on any Village computer, regardless of whether any demonstrable harm results. 4. Use of the Internet by Village employees must be consistent with the Village personnel rules and regulations regarding employee conduct and ethical standards as described in the Employee Personnel Policy Manual. 5, The safety and security of the Village's computer system and resources must be considered at all times when using the Internet. Users shall not share any password for any Village computer or with any unauthorized person, nor obtain any other user's password by any unauthorized means. Individual users are responsible for adhering to this policy when downloading resources from the Internet. 6. A wide variety of information is available on the Internet. Some individuals may find some information an the Internet offensive or otherwise objectionable. Individual users should be aware that the Village has no control over and can therefore not be responsible for the content of information available on the Internet. The fallowing guidelines pertain to all Village departments; however, each Department Head may issue supplements to this policy to govern particular departmental needs. a. Departments shall be responsible for ensuring that all computer users knave and understand safe computing practices. At a minimum, this shall include the following: performing frequent backups on data files consistent with the Village's Personal Computer Backup Policy • using anti-virus software to scan far viruses on all files that are downloaded to disk from BBS's, the Internet, or any other outside source Departments shall report all virus outbreaks that have extended beyond a single PC to the Administration Department. Administration shall be charged with lagging all such outbreaks and the eradication methods used by departments, and will notify other departments in the event of a virus outbreak. `~~~ 2~3 c. In the event of a serious virus outbreak, or in the event of a continued breach of this policy by a department, that department will be disconnected from the Internet and the Village's other computer systems until compliance with the Employee Internet Policy is reestablished. Individual users must be aware of, and at all times attempt to prevent potential Village liability in their use of the Internet. For that reason, all outgoing messages which do not reflect the official position of the Village or Department must include the following disclaimer: "The opinions expressed here are my own and do not necessarily represent those of the Village." d. Resources which are not used for a clear Village purpose must not be accessed or downloaded. e. Resources of any kind for which there is a fee must not be accessed or downloaded without prior approval of a supervisor. f. No one shall copy, install, or use any software or data files in violation of applicable copyrights or license agreements. Contact the Administration Department if you are unsure about the copyright or license agreement that applies to the software in question. 7. E-mail messages and the transfer. of information via the Internet is not secure. Any employee preparing to transmit confidential information must do so in writing. 8. No person without specific authorization shall read, alter, or delete any other person's computer files or e-mail. This applies regardless of whether the computer's operating system permits these acts. The Internet must be treated as a formal communications tool like telephone, radio, and video communications. Therefore, each individual user is responsible for complying with this and all other relevant policies when using the Village's resources for accessing the Internet. Use of these same resources in violation of this policy or applicable department policies is grounds for disciplinary action as defined in the Village's Employee Personnel Policy Manual. ~~e,3~$ 3