The URL can be used to link to this page

Home My Public Portal AboutADM-102_Computer Use Policy_Effective 07-11-2018 City of Lebanon New Hampshire ADMINISTRATIVE POLICIES & PROCEDURES Computer Use Policy Number Effective Date Last Revision Page No. ADM-102 Previous 06-02-A 9/6/2006 7/11/2018 Page 1 of 6 Approved by: City Manager Shaun Mulholland Section 1.0: Purpose The City's computer system represents a significant commitment of time and resources. This policy outlines how the City's computer system, software programs and Internet access are to be used and treated, and is not intended to take the place of common sense and good judgment. Section 2.0: Scope This policy applies to all employees, volunteers; appointed and elected officials using the City’s computer system. Section 3.0: Definitions "Computer system" includes, but is not limited to, monitors, keyboards, system units, printers, cables, connectors, modems, telecommunications equipment, power supplies, software, data, fixtures and furniture. Section 4.0: Policy Detail Covered in Section 5.0: Procedures Section 5.0: Procedures WORK AREA The computer equipment in your work area and department should be kept clean and neat. Regular dusting and cleaning of computer equipment exteriors (especially screens and keyboards) is prudent. Do not clean the insides of any equipment without prior approval from Computer Services. Food/beverages and computers do not mix well. In the event of a spill onto a piece of equipment, notify Computer Services immediately. Be cognizant of all cables and cords. Do not place any objects on top of any computer cord. Be careful not to obstruct network cables. Keep all cords neat and untangled. Many users have uninterruptible power supplies (UPSs). Some have simple surge protectors. Do NOT plug non-computer equipment or additional computer equipment into your UPS or surge protector. Use extension cords per all applicable building codes. Improper use presents a very real fire hazard. City of Lebanon New Hampshire ADMINISTRATIVE POLICIES & PROCEDURES Computer Use Policy Number Effective Date Last Revision Page No. ADM-102 Previous 06-02-A 9/6/2006 7/11/2018 Page 2 of 6 Approved by: City Manager Shaun Mulholland If you are going to "re-arrange" your work area, please note location of all cord hookups -- when in doubt, ask for help. Never move a network hub or router. COMPUTER USE City computers are equipped with a wide range of software, including word processing, spreadsheets, and City Email. Some are equipped with Internet mail and Web access. Computers, like any other piece of City equipment, should be used for only City business while employees are on duty for the City. Personal use of City computers by City employees is allowed within reason and if it does not interfere with the employees' work performance. However, non-City use can cause unnecessary and extreme data congestion and prohibit others from effectively working at their stations. All employees' computer use is subject to this policy and departmental restrictions. It is against City policy to access any City computer system without prior approval or authorization or give approval to any non-City employee to access City computers. SOFTWARE AND DATA MANAGEMENT The City maintains a large collection of application software and data. It is against City policy (and in many cases Federal Copyright Law) to remove, alter, or make unauthorized copies of application software. You must abide by all application software licenses. It is against City policy to access data or applications that do not belong to you without prior approval. To the extent possible, do NOT store data on local computers without proper backups. Data stored on City servers is managed by Computer Services. Data stored on local computers is your responsibility. INTERNET USE (WORLD WIDE WEB) The City encourages the use of the Internet as a tool to facilitate and improve job functions. Within this policy, and while on duty for the City, City employees are permitted to use the Internet for research, education and communications, strictly City of Lebanon New Hampshire ADMINISTRATIVE POLICIES & PROCEDURES Computer Use Policy Number Effective Date Last Revision Page No. ADM-102 Previous 06-02-A 9/6/2006 7/11/2018 Page 3 of 6 Approved by: City Manager Shaun Mulholland for City-related business, and in keeping with the City's standards of professionalism. A. APPROPRIATE USE OF THE INTERNET 1. If it is necessary to download applications or programs from the Internet, users must contact Computer Services for instructions on downloading procedures and authorization to proceed in order to prevent infection of the City's local network by computer viruses. 2. Copyright laws regarding protected commercial software or intellectual property shall be honored. B. THE FOLLOWING USES OF THE INTERNET ARE PROHIBITED. 1. Any unlawful purposes, including unauthorized use of a protected/secured resource of any department of the City. 2. The transmission of unprofessional communications not associated with normal work responsibilities or using City resources for unsolicited advertising for personal gain. 3. Excessive personal browsing of the Internet, posting messages on bulletin boards, or participating in chat rooms, except for City related business. 4. Additional prohibited uses of the Internet shall include, but are not limited to the following: a) Any illegal activity b) Threats c) Slander/Libel d) Defamation e) Obscene, suggestive or offensive graphic images or messages f) Political endorsements g) Commercial activities h) While on duty for the City, use of software not required for City business including games or other entertainment software. i) While on duty for the City, purchase of items not intended for City- related business through the Internet. City of Lebanon New Hampshire ADMINISTRATIVE POLICIES & PROCEDURES Computer Use Policy Number Effective Date Last Revision Page No. ADM-102 Previous 06-02-A 9/6/2006 7/11/2018 Page 4 of 6 Approved by: City Manager Shaun Mulholland C. E-MAIL 1. There shall be no implication of privacy with regards to E-mail messages. The content of distributed E-mail and maintenance of a user's E-mail box is the user's responsibility. E-mail messages may be subject to public disclosure under the Public Records Act or litigation. In-progress work which is not subject to public disclosure should be clearly marked in the body of the document as "private/confidential" before it is distributed via E-mail. 2. The City reserves the right to monitor the E-mail system for any reason. Employees should be aware that the deletion of a message or file may not fully eliminate the message from the system. 3. Employee's use of Internet E-mail via a City-provided Internet access shall be for City-related business. Excessive personal use is prohibited. D. VIOLATIONS AND OVERSIGHT 1. All transmissions through the City's network may be monitored for system integrity and maintenance in order to prevent fraud, abuse and unlawful usage 2. Policy violations shall be reviewed on a case-by-case basis and may result in disciplinary action up to and including termination depending upon the severity of the offense after an internal investigation is completed. E. CONFIDENTIALITY AND PRIVACY 1. All persons using the City network shall consent to the monitoring of all data, files, messages and other transmissions passing through the gateway, both outgoing and incoming. A signed acknowledgment statement shall attest that the employee consents to have her/his transmission through the City's network be monitored by City staff and that he/she shall agree to waive all rights to privacy as a condition of use including any right set forth by state and federal legal privacy regulations. This acknowledgment will be filed in the employees' personnel file. City of Lebanon New Hampshire ADMINISTRATIVE POLICIES & PROCEDURES Computer Use Policy Number Effective Date Last Revision Page No. ADM-102 Previous 06-02-A 9/6/2006 7/11/2018 Page 5 of 6 Approved by: City Manager Shaun Mulholland 2. The City holds the right to block access to any Internet sites, which are determined to be non-applicable for City-related business. Petition for access to restricted Internet sites shall be made in writing to the City Manager through communications by the employee's supervisor/Department Head. Access may be granted by the City Manager, if access to the Internet site is necessary and deemed appropriate for City-related business. 3. City personnel should be aware that access to Internet sites from City computers leaves an electronic trail, which may be traced, to a City computer. In order to prevent unauthorized access, it is imperative to logout from your computer station at the end of the day. However, do not tum your computer off, since maintenance routines often run after hours. Section 6.0: References (Charter/Code/State Statues) Section 7.0: Policy & Procedure Revision History Section Revisions Date Original Adoption 9/6/2006 Amendment 2 Added elected officials 7/11/2018 Amendment Amendment City of Lebanon New Hampshire ADMINISTRATIVE POLICIES & PROCEDURES Computer Use Policy Number Effective Date Last Revision Page No. ADM-102 Previous 06-02-A 9/6/2006 7/11/2018 Page 6 of 6 Approved by: City Manager Shaun Mulholland I, hereby acknowledge receipt of this policy. I have read and understand the provisions of the policy. I agree to comply with the provisions of this policy as written. Signature Date