Park Avenue motor cars

Transcription

1 Park Avenue motor cars DEALERSHIP COMPUTING POLICIES Mercedes-Benz of West Chester and Fort Washington maintain a variety of policies governing the use of Dealership computing and communication resources. Every member of the Dealership community is bound by these policies and is required to annually review and accept them. Persons found in violation of these policies will be subject to the full range of disciplinary sanctions, up to and including termination. In order to retain necessary flexibility in the administration of policies, the Dealership reserves the right to interpret, revise, or delete any of the provisions of these policies, with or without notice, as the Dealership deems appropriate in its discretion. Complete copies of all Dealership computing policies are available on the Dealer Employ web site at A. Policy The purpose of this policy is to ensure the proper use of the Dealership s system located on the Dealership s server and used by dealer personnel (the Dealership Accounts ) pursuant to an agreement between the Dealership and Google, Inc. (the Gmail Accounts ) Microsoft Office 365 (Live Accounts). Electronic Mail is a tool provided by the Dealership to complement traditional methods of communication and to improve business and administrative efficiency. Users have the responsibility to use this resource in an efficient, effective, ethical and lawful manner. Use of the Dealership Accounts and/or the Gmail /Live Accounts evidences the user's agreement to be bound by this policy. Violations of the policy may result in restriction of access to the Dealership Accounts and/or the Gmail / Live Accounts and/or other appropriate disciplinary action. In the event a Dealership employee holds both a Dealership Account and a Gmail /Live Account, the more stringent rules of this policy for Dealership Accounts shall apply. Account Creation Accounts and/or the Gmail/Live Accounts are created based on the official name of the employee, as reflected in Human Resource, Payroll records. Requests for mail aliases based on name preference, middle name, nicknames, etc., cannot be accommodated. Only requests for name changes to correct a discrepancy between an account name and official Dealership records will be processed, in which case the account name will be corrected; this applies to both Dealership Accounts and

2 Gmail/Live Accounts. User id s will remain in the Dealership s system and will not be reused at any time. Ownership of Data The Dealership owns the Dealership Accounts and the Gmail / Live Accounts. Subject to underlying copyright and other intellectual property rights under applicable laws and Dealership policies, the Dealership also owns data transmitted or stored using the Dealership Accounts. Personal Use Dealership Accounts While incidental personal use of a Dealership Account is acceptable, conducting business for profit using a Dealership Account is forbidden. Use of a Dealership Account for political activities (supporting the nomination of any person for political office or attempting to influence the vote in any election or referendum) is forbidden. Any use of a Dealership Account to represent the interests of a non-dealership group must be authorized by an appropriate Dealership official. Privacy and Right of Dealership Access While the Dealership will make every attempt to keep messages secure, privacy is not guaranteed and users should have no general expectation of privacy in messages sent through a Dealership Account or through a Gmail / Live Account. Under certain circumstances, it may be necessary for the IT employees or other appropriate Dealership officials to access Dealership Accounts or Gmail /Live Accounts; these circumstances may include, but are not limited to, maintaining the system, investigating security or abuse incidents or investigating violations of this or other Dealership policies, and, in the case of Gmail / Live Accounts, violations of Google s/ Microsoft s Acceptable Use Policy or the Dealership s agreement with Google/Microsoft. IT employees or Dealership officials may also require access to a Dealership Account in order to continue Dealership business where the Dealership Account holder will not or can no longer access the Dealership Account for any reason (such as death, disability, illness or separation from the Dealership for a period of time or permanently). Such access will be on an as-needed basis and any accessed will only be disclosed to those individuals with a need to know or as required by law. Due to finite resources, the Dealership has the right to restrict the amount of user space on the Dealership Accounts as necessary, to revise the above purge policies with appropriate IT Committee approval and advance notice, and to purge and remove Dealership Accounts of any employees remaining on the Dealership s system who have not been actively employed for 90 days or more. messages on the Gmail/Live Accounts will be subject to Google s / Microsoft s purge policies, which may change from time to time without notice. Google / Microsoft currently provide the following guidelines for purging folders: Trash 30 days

3 Spam - 30 days It is the responsibility of employees who have actual knowledge of matters in which it can be reasonably anticipated that a court action will be filed, a subpoena has been served or notice of same has been given, or records are sought pursuant to an audit, a government investigation or in similar circumstances to attempt to preserve Dealership records, including s or instant messages. Data Backup The Dealership Accounts are backed up on a regular basis as a way of recovering from a systematic loss impacting the entire system. User files and folders are not backed up individually, and the IT employees cannot accommodate requests to restore these files or folders. While in some cases it may be possible to recover from the accidental deletion of files by a user, this is generally not feasible, and therefore each user is responsible for backing up individual messages and folders as appropriate. There is no restoration services offered for the Gmail / Live Accounts. Appropriate Use When using as an official means of communication, employees should apply the same professionalism, discretion, and standards that they would use in written business communication. Furthermore, employees should not communicate anything via that would not be prepared to say publicly. Users of shall not disclose information about employees in violation of Dealership policies or laws protecting the confidentiality of such information. No private personally identifiable information about Dealership staff, employees, or other Dealership members should be transmitted via or stored in an unencrypted format. This includes but is not limited to Social Security number, bank account information, tax forms or other sensitive data. Users who use communications with persons in other countries should be aware that they may be subject to the laws of those other countries and the rules and policies on others systems and networks. Users are responsible for ascertaining, understanding and complying with the laws, rules, policies, contracts and licenses applicable to their particular uses. Employees who are employed the Dealership may not store information relating to their employment on their Gmail /Live Account User Responsibility IT maintains the Dealership s official system; employees are expected to read on a regular basis and manage their accounts appropriately. An message regarding Dealership matters sent

4 from an administrative office, or management is considered to be an official notice. Employees who choose to use another system (apart from the Gmail/Live Accounts) are responsible for receiving Dealership-wide broadcast messages and personal mail by checking the Dealership's official system, and the Dealership s World Wide Web Homepage. An alternate method of checking Dealership is to utilize the Forwarding Feature, which can be set to forward mail to an individual's personal account. Sharing of passwords is strictly prohibited. Each individual is responsible for his/her account, including the safeguarding of access to the account. All originating from an account is deemed to be authored by the account holder, and it is the responsibility of that holder to ensure compliance with these guidelines. Inappropriate Use All Gmail / Microsoft Accounts are subject to Google s / Microsoft s Acceptable Use Policy ( In addition, with respect to Dealership Accounts and the Gmail / Live Accounts of current employees, any inappropriate usage, examples of which are described below and elsewhere in this policy, is prohibited. Users receiving such should immediately contact IT. The exchange of content that: Generates or facilitates unsolicited bulk commercial ; Infringes on another person s copyright, trade or service mark, patent, or other property right or is intended to assist others in defeating those protections; Violates, or encourages the violation of, the legal rights of others orfederal and state laws; Is for any unlawful, invasive, infringing, defamatory, or fraudulent purpose; Intentionally distributes viruses, works, Trojan horses, corrupted files, hoaxes, or other items of a destructive or deceptive nature; Interferes with the use of the services, or the equipment used to provide the services, by customers, authorized resellers, or other authorized users; Alters, disables, interferes with or circumvents any aspect of the services; Tests or reverse-engineers the services in order to find limitations, vulnerabilities or evade filtering capabilities; Constitutes, fosters, or promotes pornography; Is excessively violent, incites violence, threatens violence, or contains harassing content;

5 Creates a risk to a person s safety or health, creates a risk to public safety or health, compromises national security, or interferes with investigation by law enforcement; Improperly exposes trade secrets or other confidential or proprietary information of another person; Misrepresents the identity of the sender of an . Is otherwise malicious, fraudulent or may result in retaliation against the Dealership by offended viewers. Other improper uses of the mail system include: The use or attempt to use the accounts of others without their permission. Collecting or using addresses, screen names information or other identifiers without the consent of the person identified (including, without limitation, phishing, Internet scamming, password robbery, spidering, and harvesting); Use of the service to distribute software that covertly gathers information about a user or covertly transmits information about the user; Any conduct that is likely to result in retaliation against the Dealerships network or website, or the Dealership s employees, officers or other agents, including engaging in behavior that results in any server being the target of a denial of service attack (DoS). These guidelines provide some examples of permitted or prohibited use of . This list is not intended to be exhaustive but rather to provide some illustrative examples. Spam and Virus Incoming on the Dealership Accounts is scanned for viruses and for messages deemed to be SPAM, or unsolicited advertisements for products or services sent to a large distribution. Suspected messages are blocked from the user s inbox. Due to the complex nature of , it is impossible to guarantee protection against all SPAM and virus infected messages. It is therefore incumbent on each individual to use proper care and consideration to prevent the spread of viruses. In many cases viruses appear to be sent from a friend or coworker, therefore attachments should only be opened when the user is sure of the nature of the message. If any doubt exists, the user should contact the DO NOT FORWARD THE MESSAGE! SPAM messages, however, can be forwarded to spam@it where they will be added to the filter list. The policy 'Ethical Use of Information Technology Resources' applies to the use of . More Information Outlook / Mail Server / Settings / Spam

6 B. Ethical Conduct for the Use of Computing and Communication Resources Computing, communication, and information resources on site are provided and owned by the Dealership. These resources are shared by a large community of coworkers. Their use should be consistent with the goals and mission of the Dealership, assist in equitable sharing of resources, and maintain the security of individual or Dealership information. The user is solely responsible for all functions performed from accounts assigned to them. The Dealership may take such action as may be necessary in its discretion to address any use violation(s) under this policy, including termination of a user's account and appropriate disciplinary action. The following constitute use violations of permissible use of technological resources: Use of another user's user id or sharing a user id with another person Accessing or trying to access information that belongs to another user or for which no authorization has been granted Any attempt to make unauthorized changes to information stored on the Dealership's computer systems Unauthorized copying of information stored on the Dealership's computer systems Tapping phone or network lines Any action that intentionally jeopardizes the availability or integrity of any computing, communication, or information resource Use of IT resources that interferes with work of other students, faculty, or staff or the normal operation of the Dealership computing systems Any deliberate attempt to bypass the IT security system Access to Hardware / Software / Mobile Devices including all phones Dealership resources intended to enhance the capabilities of the team are made available with the explicit understanding that they are the property of the Dealership and are provided at the Dealerships discretion.

7 Computers, Laptops, and other Mobile Devices Employees are responsible for the usage and care of their computer, and there are rules and policies that govern their usage. The Dealership has a comprehensive Computer Usage Policy that can be reviewed in the Employee Handbook.Employees are also bound by the terms and conditions of the license agreements for the software that they use. Commercial use of the equipment and/or the software violates our legal agreements and is prohibited. Each employee is responsible for any loss, damage or theft of any mobile device up to $1, for the first incident. In the instance of severe abuse or negligence or a second incident, the employee is responsible for the cost of the entire repair or replacement, as determined by the Executive Management Team. The device must be kept in full working condition and, if necessary, only be repaired by the Dealership IT In the event of a theft, employees are required to file a local police report, and contact the Dealership's IT Department: ext 5160 Mobile devices should be returned within 24 hours of request, transfer to another Dealership property or termination of employment. I have read, understand, and agree to the terms herein: Print your name here: