The use of Email and Internet Services

Please note that the following text is an extract from the Councils Internet and Email Policy and should not be regarded as complete. If you are in any doubt please read the policy documents that are available on the Intranet

Introduction

1. The e-mail and Internet service is installed expressly for the purpose of supporting the Council’s business activities.
2. The Council is prepared to allow limited personal use of the services to employees and Councillors subject to the following conditions:-

• Access can be monitored to measure adequacy of service and inappropriate use as defined by this policy.
• Access should only be undertaken in the employee’s own time, not when they should be doing their normal work.
• Under no circumstances should the service be used for any purpose that may be considered illegal or mischievous.
• Use of the service in such a way as to threaten the normal operation of the Council’s business, or to damage the reputation of the Council, will result in action, which may range from temporary or permanent withdrawal of access, to disciplinary action under the Council’s disciplinary procedure.

3. The Council’s Internet service and e-mail may not be used for transmitting, retrieving or storing any communication of a discriminatory or harassing nature or materials that are offensive, obscene, pornographic or sexually explicit. Should there be evidence of any abuse of this nature disciplinary action will be taken.
4. Internet users must not use or transmit abusive, profane or offensive language on or through the Council’s Internet or e-mail systems. Failure to comply may result in disciplinary action being taken.
5. ICT Services reserve the right to use software to monitor and control access to undesirable content.
6. ICT Services reserve the right to monitor and log access to Internet sites. Details are recorded of web sites visited, pages accessed (or attempted), and files downloaded.
7. No User may use the Council’s Internet facility to deliberately propagate any virus, worm, Trojan horse, or trap-door program code.
8. No User may install additional Internet or e-mail related software, or change the configuration of existing software without the authorisation of ICT Services.
9. To help prevent unauthorised users gaining access to the Internet, computers should not be left logged into the network or modem and unattended for any length of time.
10. Accounts will be disabled for any Staff leaving employment with the Council. Service Mangers must inform Personnel of any Staff movements. Personnel are responsible for passing this information onto ICT Services for amendment.

Downloading Files And Data from the Internet

1. No User should download any software from the Internet without first seeking approval from ICT Services.
2. Internet facilities will not be used to download or play entertainment software or games. No video images should be downloaded unless there is an explicit business-related use for the material. Users should check with ICT Services.
3. It is strictly forbidden to download screensavers, pictures and wallpapers onto Council Computers. Only default windows screensavers are deemed acceptable.
4. Please note it is unacceptable for Users to store and retain personal data and files on the Council’s network.

Virus Protection

1. The Council uses Virus protection software on all networked and laptop computers. The software is configured to intercept any viruses in email attachments and files downloaded from the Internet.
2. Although the Software provides assurances, the software should not be a substitute for extra vigilance when using the Internet and E-mail systems.

Using E-Mail

1. ICT Services reserve the right to monitor the use of e-mail and content. Abuse or misuse of the service may lead to disciplinary action. Defamatory, libellous, abusive, sexist or racist comments in e-mail may render the sender personally liable to civil action.
2. Any messages or information sent by an Employee or Member are statements that reflect the Council. All Users should be aware that their views will be construed as representing the Council. Users should include a disclaimer with their email stating that ‘the views expressed are personal and may not necessarily reflect those of Shrewsbury and Atcham Borough Council, unless explicitly stated otherwise’. A full text for a disclaimer is available from ICT Services. It should be noted that a disclaimer does not legally divorce the legal connection between the sender and the Council.
3. Abuse or misuse of the email system may result in the appropriate disciplinary proceedings being instigated.
4. The following procedures are recommended practice:-

Email - Do:-

• Consider whether e-mail is the best way to send a message;
• messages may not be read immediately. Don’t assume that they have been read! Check the delivery log
• Messages may be held to be legally binding.
• Messages may continue to exist after you think you have deleted them. Never assume that deleted items can’t be retrived!
• Can you use the Intranet Bulletin Boards for getting your information over to colleagues. Please speak to Chris Dunst (ext 1094) on the systems available for posting Bulletins.
• Apply the same principles you would use with a printed memo;
• Content should be clear and not open to misinterpretation. Use plain english.
• Include a meaningful and logical subject line. If the recipient is not expecting the e-mail and does not recognise the subject of the data they may delete it.
• Only copy to those who need a copy.
• Do not save attachments in your email file. Save them to a logical location in your work area.
• If you receive a message about a virus STOP immediately what you are doing and contact the Helpdesk on ext. 1077.
• Use a disclaimer with your email stating that ‘the views expressed are personal and may not necessarily reflect those of Shrewsbury and Atcham Borough Council, unless explicitly stated otherwise’. A full text for a disclaimer is available from ICT Services. Additional ensure you include your full name, post title, and contact details.

Email - Don’t:-

• Use e-mail to avoid difficult face-to-face communication.
• Use e-mail to send confidential information. If you have to use email send your correspondence in an attached word file with password protection.
• Use e-mail to send personal information without authorisation.
• Send messages that may be read as obscene, harassing, intimidating or discriminatory.
• Send messages to ‘everyone’ without authorisation from a Senior Manager or Service Head. Check whether using the bulletin board is a better alternative.
• Open messages received from Senders you do not recognise. Delete the message especially those that have a spurious subject line.
• Open attachments that you are not expecting from colleagues or from unknown sources. Check with the sender if you are not expecting the attachment.
• Forward to colleagues junk mail, chain letters, virus, hoaxes etc.

Using the Internet

1. using the Internet service abide by the principles of this policy and respect the following guidelines:-

• Remember that use of the Internet and sites can be subject to monitoring by the Council. Abuse or misuse of the service as defined in this policy may lead to action being taken against the individual.
• Only visit sites necessary for you to carry out your job;
• Remain focussed - it is easy to be sidetracked by 'interesting' links.
• Only print or download information necessary for your work.
• Do not enter ‘chatrooms’.
• If you are presented with an unsuitable site, report this to the Helpdesk.
• Do not download or install software from the Internet unless you have specific authorisation from ICT Services.
• Downloaded software is a major source of virus infection.
• Software includes Screensavers.
• Always remain aware of the legal implications of using the Internet. Remember that disciplinary action will be taken should there be any evidence of inappropriate use.
• Do not visit sites or download files containing obscene, pornographic, discriminatory or otherwise offensive material.
• Do not attempt to circumvent security systems, or in any other way attempt to access systems or information to which you are not entitled.

Monitoring Of Use

1. The E-mail and Internet services are installed expressly for the purpose of supporting the Council’s business. To maintain security and integrity, ICT Services reserve the right under the Regulation of Investigatory Powers Act (2000) to investigate monitoring logs for the purpose of:-

• Detecting viruses.
• Prevention of unauthorised access to Council systems.
• Inappropriate use of the Internet or E-mail as defined by this policy.
• Detecting unusual trends in use of Internet or Email services.

2. Users should be aware that it is not possible to differentiate between business and personal use (acceptable use is defined within the 'good practice guide'). All usage may be subject to monitoring.
3. Periodically Internal Audit may carry out compliance testing to ensure that ‘good practice’ is being adhered to.