| Statewide IT Policy 1.3 |
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Acceptable Use of Information Related Technology
Abstract
Requires that all agency information related technology be used for agency business with minor exceptions. Provides examples of restrictions on use of some technologies like e-mail, cellular telephones, etc.
Authority
This policy applies to those agencies that are subject to any of the following statutes. ORS 184.305 (use of state property), ORS 184.340 (DAS rules and policies), ORS 282.020 (printing and copying), ORS 291.037 ff. (information system rules, policies, and standards).
Definitions
For this policy, except where the context requires otherwise, the terms have the meanings shown in Appendix A.
Policy
Systems and information are state property. All systems and information are, and shall remain, the property of the agency, subject to its sole control. No part of systems or information is, or shall become, the private property of any system user. The agency owns all legal rights to control, transfer, or use all or any part or product of its systems. All uses must comply with this policy and with all other state policies and rules that apply. Nothing in this policy shall be construed to abridge any rights of an agency to control its systems, their uses, or information.
Systems are for agency business. Except as allowed under this policy, systems may be used only for the business of the agency as defined by the agency.
Agency has full access and control:
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Control. The agency reserves, and intends to exercise, all rights relating to information used in its systems. The agency intends to trace, review, audit, access, intercept, block, restrict, screen, delete, recover, restore, publish, or disclose any information, at any time without notice. The agency does not intend to tap phone conversations without notice or due process of law. However, it may authorize a party to any conversation to record it, as permitted by state law. The agency may withdraw permission for any or all personal or business uses of its systems at any time without cause or explanation. No one shall grant access to systems without agency authorization.
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Access. Scramblers, encryption methods, re-mailer services, drop-boxes, or identity-stripping may not be used without agency approval, access, and control. No user may attempt to access, copy, forward, delete, or alter the messages of any other user without agency authorization. An agency system may not be used to attempt unauthorized access to any information or system.
Public records are controlled by the agency. All system administrators and users must comply with public record retention laws and rules. The agency reserves sole discretion to decide what information is a public record. The agency may disclose any public record without permission or knowledge of any systems user. Except as noted in this policy, users may not expect that any personal use of agency systems is private.
Uses must reflect the agency image. Uses of agency systems do not all have to be formal. But, they must be professional. Each agency determines a level of formality for internal e-mail.
Uses must be lawful and inoffensive. Uses of agency systems must not be false, unlawful, offensive, or disruptive. Unless agency duty requires it, no use shall contain profanity, vulgarity, sexual content, or character slurs. No use shall make rude or hostile reference to race, age, gender, sexual orientation, religious or political beliefs, national origin, health, or disability. Copyrighted or licensed information shall be used only with full legal right to do so. For example, this policy requires that agencies or individuals using commercial software must honor the licensing agreements that govern the use of that software.
Publishing must be agency authorized:
All publishing is restricted to state business as defined by the agency. All publishing requires agency authorization. Employee events may be internally published with agency approval. Agency-wide, department-wide, and statewide e-mail broadcasts require agency approval.
Many Internet or e-mail groups exist to share useful information. The agency may authorize a user to post queries or to represent it by posting professional comments to useful groups. Comments must conform to this policy. Content and frequency of posting must reflect the agency´s interest, not the users´.
Internal publishing of employee events is mixed state and personal business. It must be agency authorized. Examples are charitable drives, retirements, parties, or whatever the agency deems suitably related to agency business.
Personal uses restricted:
The state often needs people to remain at work despite personal needs and interests. The state also needs employees to continuously develop their knowledge and skills. For those reasons, certain personal uses are allowed. The agency shall have sole discretion to decide whether a use is personal or business. Any personal use must satisfy the following provisions. Except as these provisions clearly state, all personal use must also comply with the rest of this policy.
Personal use of state systems must be at virtually no cost to the state.
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Examples of allowed personal uses. A local call, a long distance call that is not charged to the state, an e-mail message, a pager message, a short toll-free Fax, and limited use of a micro computer.
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Examples of allowed mixed state and personal uses. Printing and photo copying a state job application, a resume, personnel and benefits papers, and necessary material for state-paid courses of study. In unforeseen circumstances, an employee may use a state-issued cellular telephone to let their families know they will be arriving home late.
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Examples of personal uses not allowed. Toll calls, making or taking calls from a state cellular phone, copying or printing, and any service for fee. The agency may opt to allow any of these uses if it sets narrow limits and requires users to repay full costs without state subsidy.
The cost of personal use must always be petty compared to use for assigned work.
No personal use may be made by, or on behalf of, any organization or third party.
No publishing is allowed if the content or purpose is personal. This bars personal web pages. It bars personal postings to Internet groups, chat rooms, web pages, or list services.
No personal soliciting is allowed. Systems may not be used to lobby, solicit, recruit, sell, or persuade for or against commercial ventures, products, religious or political causes, outside organizations, or the like.
A user may not put to his or her personal use any system device that the user does not employ in his or her assigned work. No privately owned device may be connected to state systems without agency authorization. System devices taken home remain subject to this policy.
Employees may make limited personal use of their assigned information technology tools. Example uses include web searches for personal research, self-study, and preparing a resume or application for a state job. Users may not install or download software without agency authorization. Personal use must be done during breaks, or non-work hours. The agency may permit mixed state and personal work to be done at other times.
Internet games and personal games may not be used. Games that come with software may be used only with agency permission. They may be permitted only during normal lunch breaks, not rest breaks. They shall be used without sound and only where not visible to clients. State owned or licensed games created to teach real, needed knowledge or skill may be used as the agency allows.
Acknowledgments and Conflicting provisions:
The agency may choose to have any users sign statements acknowledging all or parts of this policy. The agency may adopt its written policy to replace or amend this broad, statewide policy to its specific needs. The terms of an agency policy or of a valid collective bargaining agreement shall supersede any conflicting terms in this policy.
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