Policy on computer and internet use

Job #5995

Job Posting Details

Job # 5995 Policy on computer and internet use

Posted Date
Jan 20, 2008 @ 18:42
Respond By
Feb 3, 2008
Word Count
1750
Budget
$100
Language
English (North American)
Gender
Female
Age Range
-
Category
Educational

Job Description

Recording is for corporate training and education only.
Thank you

Introduction

By completing this e-learning programme, you will understand:

The key requirements of the company’s policy on the use of Information technology

The company’s requirements and guidelines around uploading and downloading files

The requirements around the use of company e-mail

The key restrictions around use of e-mail

The role that the company will play in monitoring the compliance to this policy

The guidelines covering the secure and safe use of computer systems

and ...The standard wording to be used as a disclaimer on all company e-mails



Slide 1

We at AFEC provide access to the IT resources and facilities of the Internet to help staff do their jobs more efficiently and effectively. Such facilities include research and information gathered from various online sources, accessing central government data and electronically communicating with colleagues, clients and other business associates.

This policy is intended to define in a clear and straight-forward manner the terms and conditions governing use of the company's computer systems in general and the Internet and Electronic Messaging systems in particular.

Since the Internet represents a significant risk if it is not used correctly, this document outlines the company's response to the obligations placed on employers under current legislation such as the requirement to provide a safe working environment where employees are protected against harassment of any kind as a result of the misuse of computer systems and related technology.

Select each tab below to review the contents of this e-learning programme.

Slide2

The company's Internet service may not be used for:

The transmission, retrieval or storage of any communications or images which could be interpreted as:

Harassing i.e. unwanted conduct (including insults and ‘jokes’) relating to gender, race, sexual orientation, religion, disability or other similar issues.

Defamatory i.e. the publication of material which adversely affects the reputation of a person or company.

Protected by copyright - copyright means that the owner of such material has the exclusive right to determine how that material might be copied and used. Copyright material may not be transmitted if the owner’s permission has not been obtained.

Pornographic - pornographic means any material of a sexual nature.

Slide 3

Information or files exchanged via the Internet may be subject to copyright law and permission may be required when using information taken from an Internet source.

Generally, this is not an issue where information is in the public domain - examples include the Revenue Online site - if there is any doubt, please seek clarification from your Department Director.

All content - inbound and outbound - is screened by the company's security systems for the presence of computer viruses and other forms of computer malware and to ensure that any data transfer conforms to site policy.

Staff must not, without the consent of the company, download any computer software, shareware or similar package available over the Internet, regardless of whether the package is subject to copyright law.

Slide 4

The company's e-mail system is designed to enhance service to our clients, support internal communications and reduce paperwork.

All information created, sent, or received via the company's e-mail system, network, Internet, or Intranet, including all e-mail messages and electronic files, is the property of the firm.

Employees should have no expectation of privacy regarding this information and the company reserves the right to access, read, review, monitor and copy all messages and files on its computer system at any time and without notice.

(In certain circumstances, the company reserves the right to disclose text or images to the Gardai or other third parties without the employee’s consent).

Slide 5

Employees using the company's e-mail system must adhere to the following guidelines:

Use extreme care to ensure that the correct e-mail address is used for the intended recipient(s).

Use the carbon copy (CC :) facility sensibly and on a ‘need to know’ basis. The blind copy (Bcc) facility should be avoided.

All client communication must have the firm’s disclaimer at the bottom of all e-mails. The wording of the disclaimer is provided in section 10 of this programme.

Keep communications concise, relevant and formal using the standards the company applies in its paper communication with clients.

Slide 6

The following activities are restricted:

The creation and exchange of messages that are offensive, harassing, obscene, discriminatory or threatening.

The creation and exchange of advertisements, solicitations, chain letters, and other unsolicited email.

The creation, storage, or exchange of information in violation of copyright law.

Reading or sending messages from another user’s account, except under proper delegated arrangements. Only authorised personnel are permitted to access another person’s email without consent.

The transmission of images or joke emails.

Currently, the company does not permit the use of instant messaging (IM) - examples include MSN Messenger.

Slide 7

The company’s information technology including all computer related equipment and systems onsite is intended to support the firm’s legitimate business interests.

The company does, however, recognise that staff may from time to time use it's technology for personal purposes and in principal has no objection to this.

Staff must note however that the Policy outlined here is in no way relaxed or waived while staff are engaged in non firm related activities.

In addition the following conditions will apply to personal use of computer systems:

The company fully supports the use of its technology for educational and training purposes by staff.

Staff may use the internet and email facilities for personal use in accordance with this policy.

Slide 8

While each member of staff is responsible for his/her own actions, the company is responsible for ensuring that employees adhere to this policy.

To this end, the company reserves the right to monitor, inspect, copy, review, and store without prior notice, any and all usage of it's network systems and the Internet, as well as any and all materials, files, information, software, communications, and other content transmitted, received or stored on its systems.

All such information, content, and files are the property of the company and an employee should have no expectation of privacy in this regard.

The company may review files and intercept communications at any time in order to ensure that employees are operating in a manner consistent with this policy.

Any employee who believes that there has been a violation of policy should immediately report it immediately to the company director.

Slide 9

Should the company become aware of a breach of this policy or suspect that a breach has taken place, the matter will be thoroughly investigated.

Employees who violate this policy and/or use the firm’s computer technology, e-mail system, network, Internet, or Intranet for improper purposes will be subject to disciplinary action, up to and including dismissal.

Slide 10

The following guidelines will help staff to operate the firm’s computer systems in a safe and secure manner.

For security purposes, individual usernames and passwords have been assigned to all staff. These should be kept private and should not be written or concealed in an obvious place.

Do not leave private and confidential client information on view if you are away from your PC.

If leaving a workstation unattended for a lengthy period, staff should use the CRTL ALT DEL function to lock access to their PCs.
Staff are reminded that food or beverages should not be consumed at or near a workstation.

For its part, the company will arrange to have keyboards and monitors cleaned on a regular basis.

When using a laptop computer away from the office, always transport it in the carry case provided and if travelling by car, the laptop must be carried only in the boot. Otherwise insurance cover does not apply.

Before leaving with the laptop, make sure that you have all the accessories you may require - memory stick, numeric keypad etc.

Each member of staff is responsible for the safe-keeping of laptops and accessories in use away from the office.

On return from an offsite client meeting, any data collected should immediately be transferred up to the relevant client folder on the network and the laptop stored in a safe place out of site from public view.

Slide 11

The following text is the wording of our disclaimer which must be attached to all outbound email communication with clients.


This message is for the named person's use only. It may contain confidential, proprietary or legally privileged information and no confidentiality or privilege is waived or lost by any mis transmission. You must not, directly or indirectly, use, disclose, distribute, print, or copy any part of this message if you are not the intended recipient. Any views expressed herein are those of the individual sender except where the message expressly states otherwise and the sender is authorised to state them to be the views of The Client

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