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