1 LOUISIANA COMMUNITY & TECHNICAL COLLEGE SYSTEM Policy # Title: USAGE POLICY Authority: Board Action Original Adoption: 12/13/2006 Effective Date: 12/13/2006 Last Revision: N/A 1.0 Purpose The Louisiana Community and Technical College System, and its educational institutions, hereafter known as (LCTCS), provides employees with electronic communications tools, including an System. This policy governs employees use of LCTCS systems. 2.0 Scope This policy applies to full-time employees, part-time employees, independent contractors, interns, consultants, suppliers, clients, and other third parties. 3.0 Policy The policy covers the use of the system at the LCTCS headquarters, colleges, administrative locations, campuses as well as at remote locations, including but not limited to employees homes, airports, hotels, client and supplier offices. Colleges and Technical Education Centers and other entities under the direction of the LCTCS are responsible for compliance at their respective institutions Exists for Business Purposes The LCTCS allows access primarily for business purposes. 3.2 Employees Have No Reasonable Expectation of Privacy messages created and transmitted on LCTCS computers are the property of the LCTCS. The LCTCS reserves the right to monitor all transmitted via the LCTCS computer systems. Employees have no reasonable expectation of privacy when it comes to business and personal use of the LCTCS systems.
2 3.3 Right to Monitor, Inspect, Copy, Review, and Store The LCTCS may at any time and without notice monitor, inspect, copy, review, and store any , and any and all files, information, software, and other content created, sent, received, downloaded, uploaded, accessed, or stored in connection with employee usage. The LCTCS reserves the right to disclose text and images to regulators, the courts, law enforcement, and other third parties without the employee s consent. 3.4 Offensive Content and Harassing or Discriminatory Activities Employees are prohibited from using to engage in activities or transmit content that is harassing, discriminatory, menacing, threatening, obscene, defamatory, or in any way objectionable or offensive. 3.5 Employees are prohibited from using to: Send, receive, solicit, print, copy, or reply to text or images that disparage others based on their race, religion, color, sex, sexual orientation, national origin, disability, ancestry, or age. Send, receive, solicit, print, copy, or reply to jokes (text or images) based on sex, sexual orientation, race, age, religion, national origin, ancestry, or disability. Send, receive, solicit, print, copy, or reply to messages that are disparaging or defamatory. Spread gossip, rumors, and innuendos about employees. Send, receive, solicit, print, copy, or reply to sexually oriented messages or images. Send, receive, solicit, print, copy, or reply to messages or images that contain foul, obscene, off-color, or adult-oriented language. Send, receive, solicit, print, copy, or reply to messages or images that are intended to alarm others, embarrass LCTCS, negatively impact employee productivity, or harm employee morale. Send electronic messages under another employee s names without authorization. Send, reply, or forward electronic chain- messages.
3 3.6 Business Record Retention 1 Electronic Mail ( ) is not a record series for retention scheduling purposes. Rather, the retention of must be based on content, not on media type, artificial duration (i.e. 90 days) or on storage limitations. should be retained for the same duration as other records of similar content included in a given record series on an approved retention schedule. If a record series cannot be identified under which to store an communication, a record series should be developed and included on the institution s approved retention schedule. Until the series is scheduled the E- mail should be maintained for at least three years. There are two broad categories of record and non-record, based on their administrative and retention requirements Types and Treatment of Electronic Records Non-Record (Transitory): Transitory electronic mail records are records that have limited or no administrative value to the agency and are not essential to the fulfillment of statutory obligations or to the documentation of agency functions. Examples: Unsolicited and junk s not related to a college s work, Listserv and other broadcast lists that require subscription (including newspapers), Reminders for meetings and events (i.e. cake in the conference room, staff meeting moved from 2 p.m. to 3 p.m.), Personal non-work related s received by employees. Non-Record Retention Requirements: There is no retention requirement for transitory messages. Employees receiving such communications may delete them immediately without obtaining approval. 1 Extracted from the Louisiana Department of State, Division of Archives, Title 4, Administration, Part XVII. Records Management Policies and Practices, and the Louisiana State Archives
4 Record: Electronic mail records are records that have administrative value to the agency or are required to be maintained under state or federal law for a specified amount of time. Record Retention Requirement: The retention requirement for records must follow suit with records of similar content. In the event that the content of the message does not fit into an existing record series on an approved retention schedule, the content should be maintained as described in sections 3.7 and should be added to the agency's approved retention schedule if the series is expected to remain active User Responsibilities The user of the system has the responsibility to manage e- mail messages according to their institution s retention schedule. Sender of messages within the institution's system and recipients of messages from outside the institution have the responsibility to retain the messages for the approved retention period. Names of sender, recipient, date/time of the message, as well as any attachments must be retained with the message. Except for listserv mailing services, distribution lists must be able to identify the sender and recipient of the message Maintenance of Electronic Mail Records created using an system may be saved for their approved retention period by one of the following. Print message and file in appropriate hard copy file. Place in folders and save on personal network drive or C: drive. Save to removable disk (including CD-ROM). 3.5" disks are not recommended for retention periods of more than one year due to the instability of this medium. Transfer to an automated records management software application.
5 3.7 Related LCTC Policies See HR6.025 and HR6.027 Managed at the server by an automated classification system. 3.8 Violations A violation of this policy may result in disciplinary action up to and including termination.
NETWORK SECURITY POLICY 1. GENERAL Henry County Board of Education (Board) provides employees appropriate electronic access, consisting of e- mail communication, network connectivity, student information
R 2361/Page 1 of 12 R 2361 ACCEPTABLE USE OF COMPUTER NETWORKS/COMPUTERS AND RESOURCES The school district provides computer equipment, computer services, and Internet access to its pupils and staff for
R ACCEPTABLE USE OF COMPUTER NETWORKS/ COMPUTERS AND RESOURCES The school district provides computer equipment, computer services, and Internet access to its pupils and staff for educational purposes only.
Policy Title ID Number Scope Status Reviewed By IT Security Policy P04001 All Users Policy Assistant Director of Facilities Reviewed Date January 2011 Last Reviewed Due for Review January 2013 Impact Assessment
Bringing Your Acceptable Use Policy Up to 2013 Standards Bringing Your Acceptable Use Policy Up to 2013 Standards Organizations of all sizes rely on their employees to be good stewards of company time,
R 3321/Page 1 of 7 R3321 AND RESOURCES BY TEACHING STAFF MEMBERS The school district provides computer equipment, computer services, and Internet access to its pupils and staff for educational purposes
Page 1 of 5 Purpose This regulation implements Board policy JS by setting forth specific procedures, requirements and restrictions and conditions governing student use of District Information Technology
R4321.DR Page 1 of 6 The school district provides computer equipment, computer services, and Internet access to its pupils and staff for educational purposes only. The purpose of providing technology resources
Pur pose The purpose of this policy is to establish direction, procedures, requirements, and responsibilities to ensure the appropriate protection of the Lisbon Public Schools computer and telecommunication
Information Technology Security Policies Randolph College 2500 Rivermont Ave. Lynchburg, VA 24503 434-947- 8700 Revised 01/10 Page 1 Introduction Computer information systems and networks are an integral
PAGE 1 of 6 UNIVERSITY GUIDEBOOK Title of Policy: Acceptable Use of University Technology Resources Responsible Division/Office: Information Technology Approving Officer: Vice President for Finance and
Redland Christian Migrant Association (RCMA) Internet Security and Safety Policy I. Overview RCMA supports instruction through the use of educational and administrative computers. The responsible use of
Technology Department 1350 Main Street Cambria, CA 93428 Technology Acceptable Use and Security Policy The Technology Acceptable Use and Security Policy ( policy ) applies to all CUSD employees and any
NORTHWEST OHIO COMPUTER ASSOCIATION PROGRAM OF THE NORTHERN BUCKEYE EDUCATION COUNCIL NETWORK MANAGEMENT SECURITY POLICY The Board of Directors and staff of the Northwest Ohio Computer Association Program
ICT Student Usage Policy Document status Document owner Vice Principal Finance and Resources Document author IT Manager Document type Policy Date of document January 2015 Version number 04 Review requirements
Jefferson County School District Information Technology Policies and Procedures 575 S. Water Street Monticello, FL 32344 (850) 342-0100 www.jeffersonschooldistrict.org June 2014 Table of Contents 1.0 Overview...
Internet & Cell Phone Usage Policy The Internet usage Policy applies to all Internet & Cell phone users (individuals working for the company, including permanent full-time and part-time employees, contract
Location: The Juilliard School Irene Diamond Building Main Office Room: 248 Phone: 212-799-5000 ext. 7121 Email: firstname.lastname@example.org Website: Information Technology Computer Labs There are two computer
Acceptable Use Policy Free Use Disclaimer: This policy was created by or for the SANS Institute for the Internet community. All or parts of this policy can be freely used for your organization. There is
Information Systems Security Policy Northeast Alabama Community College Center for Information Assurance Northeast Alabama Community College 138 AL Hwy 35, Rainsville, AL 35986 (256) 228-6001 1 5/22/2014
Information Technology Policies and Procedures Wakulla County School District March 2014 Table of contents TABLE OF CONTENTS... 1 1.0 OVERVIEW... 2 2.0 PURPOSE... 2 3.0 SCOPE... 2 4.0 ACCEPTABLE USE POLICY...
APPROPRIATE USE POLICY Heartland Community College Information Technology Version 2.0 10/01/2013 Table of Contents 1.0 INTRODUCTION... 4 2.0 DEFINITIONS... 4 2.1 Authentication... 4 2.2 Authorization...
United Cerebral Palsy of Greater Chicago Records and Information Management Policy and Procedures Manual, December 12, 2008 I. Introduction United Cerebral Palsy of Greater Chicago ( UCP ) recognizes that
Tehachapi Unified School District EMPLOYEE ACCEPTABLE USE POLICY FOR DISTRICT COMPUTERS, ELECTRONIC DEVICES, NETWORK AND All OTHER ELECTRONIC INFORMATION RESOURCES. The Tehachapi Unified School District
Marion County School District Computer Acceptable Use Policy The Marion County School District (MCSD) offers currently enrolled students, faculty and staff access to the school computer network through
TELEPHONE AND VOICEMAIL ACCEPTABLE USE POLICY Introduction: How to Use This Tool Telephony is one of the most taken-for-granted technology tools at most enterprises. As a result, it is very easy for employees
ACCEPTABLE USE POLICY -RA Page 1 of8 User Responsibilities for Computer Systems, Electronic Information and Network Security Agreement 1. Purpose a. To ensure the security of all elements of Cumberland