HomeMy Public PortalAbout2006-07-31_Acceptable Use for Internet Access and Internet Email Policy_P-54MUNICIPALITY OF THE DISTRICT OF CHESTER
POLICY P -54
ACCEPTABLE USE FOR INTERNET ACCESS
AND INTERNET EMAIL
POLICY STATEMENT
The Municipality of Chester provides employees with access to the Internet for business purposes.
PURPOSE
Access to Internet- related systems enables employees to gather information relevant to the Municipality-of
Chester's business from external sources; and to provide information to residents, potential residents,
businesses, customers and suppliers, as well as business prospects.
'Ibis policyoutlinesthe Municipal requirements regarding acceptable Internet and Internet Electronic Mail
(Email) usage.
SCOPE
This policy applies to all the Municipal employees and elected officials. For the purposes of this policy,
"employee" means both employees and elected officials. Employees have access to these systems consistent
with the requirements of their job, and are encouraged to use the systems. Within and between
organizations, email can be an effective tool that helps breakdown barriers to communication andpromotes
the free exchange of information and ideas.
"Internet" means all activities undertakenthrough the Municipal Internet resources including electronic mail
and browsing external web sites unless otherwise specified.
ACCESS
Electronic mail access via Internet is automaticallyprovided to all employees that utilize a computer as part
of performing their duties. Additional approval is not required.
Access to other Internet functions is determined by the requirements of the employee's position. It is the
responsibility of the manager of each department to assess employee needs when granting access and
periodically-to determine whether continued access is necessary. Requests forremoval of access rights must
be submitted to the Manager of Information Services bythe employee's manager.
Notice of Intention - Finanx & PublicPn7peiw Corrmee - July 6, 2006 2006 -339
P Notice - C t#0 - July 13, 2006 (2006.348)
2'' Notice - Caurxzl - July 31, 2006 (2006 -372)
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Irrte wAaxss and Use Pdicy(mruinuedl
GENERAL PRINCIPLES
Ownership
Municipal provided Intemet/Intranet and Email privileges, like computer systems and networks, are
considered Municipal resources and are intended to be used for business purposes only.
Privacy of Communications
Due to the inherent characteristics of email systems, correspondence via Internet Email is NOTguaranteed
to be private. While information technology services will investigate technical means to protect privacy, this
policy document is, in part, intended to promote secure and private email communications.
Notwithstanding technical limitations, email is considered in this policy to be private communication
between the sender and the recipient.
Accessing another individual's email for unspecified purposes such as satisfying one's curiosity is strictly
forbidden.
Once an email message has been sent to or accessed by others, it is possible to readily forward that email
to any number of individuals, without the consent or knowledge of the originator. This practice is only
permitted where the message contains legitimate business information and is disclosed to others who have
a legitimate need to know. In any other case, the originator should be consulted first.
The email system is not to be used forthe purposes of collecting, using and disclosing personal information.
Collection, use and disclosure of personal information overthe email system mayresult in a violation of the
Municipal Freedom of Information and Protection of Privacy Act, and could result in court proceedings
against the individual or the Corporation.
Data security
Employees must safeguard their login ID and password from disclosure to anyperson except the Manager
of Information Services. Users must use their own login ID and password, are responsible for all activity
on their login ID, and must immediately report any known or suspected compromise of their ID to the
Manager of Information Services.
Moni gdm
The Municipality-of Chester has no obligation to monitor or regulate the materials posted or distributed by
employees, but may-have cause to monitor employee usage to ensure proper-working order, appropriate use
byemployees, and the securityof data. Routine "surveillance" of email will be conducted onlyto the extent
Notice qj Intentimt - Finance & Public Prn miea Gwvrattee - July 6, 2006
1" Notice - Cwu dl - July 13, 2006 (2006 -348)
2'' Notice - C aaxil - July 31, 2006 (2006 -372)
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InowAaess and Use Polz v(mmi
that just cause has been reasonably demonstrated, such as that which is required by law, or by legal
obligations to third parties, orto protect its interests in the event of reasonable suspicion of crime ormisuse,
for example.
The Municipality of Chester may retrieve the contents of any employee communications in these systems
from time to time. Management may access user files, including archived materials of present or former
employees without the users consent for any purpose related to maintaining the integrity of the network,
or the rights of the Municipality of Chester or other users or for any other reasonable purpose.
Each employee is solely responsible for the distribution of any information they send through Internet -
related systems, but the Municipality of Chester reserves the right to scrutinize material posted or sent in
order to determine suitability.
Users may also be subject to limitations on their use of Internet- related resources.
Personal Use
Personal use of systems is authorized within reasonable limits as long as it does not interfere with orconflict
with business use. Employees are responsible for exercising good judgement regarding the reasonableness
of personal use. For example, broadcast email sent for personal interests, or sent by an employee for the
benefit of a third party, is not considered in this policy to be reasonable personal use.
If an employee receives Email that conflicts with anysection of this policy, theymust notifytheir manager
immediately. The manager will notify the sender of such Email that it is not appropriate and to cease
sending any further such type of Email.
Downloadine
Downloading of non - executable files forbusiness use is permitted. These would include reports, adobe pdf
files, information flyer's, etc., from other institutions or government agencies that may be useful to the
Municipality of Chester.
Executable software, such as downloadable screen savers - demo software - orsoftware upgrades (excluding
anti virus updates that are approved by the Manager of Information Services), should not be downloaded
without fast consulting the Manager of Information Services. This type of software may contain viruses
which could harm the Municipal network If such a file is required, it may be done by the Manager of
Information Services who can check the file for any infection.
Freedom of Information and Protection of Privacy
All electronic documents which are created by or with the Municipality of Chester's computers or network,
including Internet related systems, are records for the purposes of the Municipal Freedom of Information
1" N - Council - July 13, 2006 (2006 -348)
2& Naue - Council - July 31, 2006 (2006 -372)
2•
6, 2006
InterwAarss and Use Pdxy (cor= eat
and Protection of Privacy Act and maybe a public record for the purposes of this Act.
Unacceptable use of Internet - related systems
Communications and Internet access should be conducted in a responsible and professional manner
reflecting the Municipality of Chester's commitment to honest, ethical and non - discriminatory business
practice.
In furtherance of these goals the following restrictions shall apply:
• Employees shall not visit Internet sites that contain obscene, pornographic, hateful or other
objectionable materials; and shall not send or receive anymaterial that is obscene or defamatoryor
which is intended to annoy, harass or intimidate another person.
• Employees shall not solicit emails that are unrelated to business activities.
• Employees shall not solicit business for personal gain or profit.
• Employees shall not use or permit the use of the Internet or email for any illegal purpose.
• Employees shall not use continuous access technology such as "Push or Pull", including audio.
• Employees shall not represent personal opinions as being those of the Municipality.
• Employees shall not make or post indecent remarks, proposals, or materials.
• Employees shall not upload, download, or otherwise transmit commercial software or any
copyrighted materials, except to the extent expressly pernutted by the copyright owner.
• Employees shaRnot download anyexecutable software, except forapproved anti-virus updates and
other software cleared with the Manager of Information Services.
• Employees shall not intentionally interfere with the normal operation of the network, including the
propagation of computer viruses and sustained high volume network traffic which substantially
hinders others in their use of the network
• Employees shall not examine, change, or use another person's files, output, or user name without
explicit authorization.
• Employees shall notperform anyother inappropriate uses identifiedbythe Manager of Information
Services, or their senior manager.
• Employees shall not connect unauthorized equipment to the networkfor anypurpose inconsistent
with the business purpose of the Municipality.
• Employees shall not deliberatelywaste computer resources, including but not limitedto bandwidth,
disk space, and printer paper.
• Employees shall not use the Municipal network to gain unauthorized access to any computer
system.
Education
To promote the efficient use and to avoid misuse of Internet - related features, a copyof this policystatement
will be distributed to all employees having access to Internet - related systems. Employees are required to
familiarize themselves with the contents of this policy. Using Municipal computers means you have read
and agree to this policy in its entirety.
Notzce Of Intention - Finance & Public PnWlies C wwittec - July 6,2006(2006-339)
1" Notke - C.oumd - July 13, 2006 (2006 -348)
2'' Notice - C tmcd - July 31, 2006 (2006 -372)
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Internet Acass and Use Policy(crnuim4
Enforcement
Employees who violate any of the guidelines set in the policywill lose their access privileges.
Depending on the severity of the violation, employees maybe subject to disciplinary action from written
warnings through to employee termination. The Municipality of Chester also retains the right to report any
illegal violations to the appropriate authorities.
AMENDMENTS
The Municipality-may-amend this Acceptable Use Policyfromtime to time as necessary. All employees with
access to Internet- related systems will receive prompt notice of any amendments.
The Municipality of Chester will not be responsible for any misuse of Municipal Internet - related systems.
Persons found to be misusing these systems will be responsible for any costs or damages sustained by-the
Municipality of Chester or a third party and those persons will be required to indemnify-the Municipality
of Chester for any claim against the Municipality of Chester by a third party.
Information Technology Services does not warrant or guarantee the accuracy, quality, content or legality
of any materials made available through the municipal internet services and the use, distribution, or
publication of any material does not constitute or imply an endorsement of any such material.
No= Of Intention - Finance & Public Pmpe7w Corrnrattce - July 6, 2006 (2 006-339)
1" Notice - Cw7cd - July 13, 2006 (2006 -348)
2'l Notice - C otmal - July 31, 2006 (2006.372)
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