Forbes Shire Council Internet Access Policy

Transcription

1 Forbes Shire Council Forbes Shire Council Internet Access Policy Policy No IT/001 Date approved 17 August 2006 Authority Information Technology Services Contact Officer Brian Clarke

2 Revision History Version Date Amended Authorised by Approved by Revision Date V August 2006 IT Manager General Council 17 August 2008 Manager Change History Version Change Details V1.0 Initial Policy Related Documents Document Title Location File reference C42/030 Electronic Mail Policy Internet Access Policy Mobile Phone Policy Mobile Phone Procedure 2 of 5

3 1. OBJECTIVES 1. To ensure Council has access to external information required to support its business decisions via the internet. 2. To ensure that the Council is able to communicate effectively with the community, business partners and government via the internet. 3. Ensure appropriate use of the internet to facilitate business and community communication. 4. Ensure the internet is utilised efficiently in the conduct of Council business. 5. To ensure Council is able to conduct business via the internet. 6. To ensure that there is sufficient and appropriate access points to the internet to maximise the efficient use of this communication and research tool. 7. To establish a best practice policy for use of the internet. 2. REQUIREMENTS Access to the internet is to be approved using the same process for assigning access to Council s network system. Council will permit access to the internet subject to appropriate use as defined by this Policy. Access to the internet will be terminated as a result of breach of this Policy and will be treated as a disciplinary matter. Access and use of internet facilities is strictly limited to designated users and is not to be extended to family members or friends. 3. GENERAL PRINCIPLES 3.1 INTRODUCTION With the widespread use of the internet as an information exchange medium the Mayor, Councillors, staff and contractors are able to access and retrieve data that is on the internet. Along with this access to the Internet comes the potential for abuse. To the untrained and easily distracted, it is an invitation to non productivity, moonlighting and voyeurism. The purpose of this document is to establish a best practice Internet Access Policy that will provide guidelines on the use of and access to the internet by Council, in order to maximise its benefits while minimising its risks. Council encourages the appropriate use of the internet to conduct business, support its business decisions and to provide information from the community, business partners and government. 3 of 5

4 3.2 INTERNET USE AND MONITORING Internet access is granted according to business need, as an aid to performing job-related tasks. Internet use should be restricted to business related projects. Some of the uses suited to the internet are: Placing orders Work-related tasks and research Searching databases Accessing up-to-date international, federal, state and local government and community information Downloading documents such as acts, regulations, grant applications, professional journals Submitting grants Participation in professional interest internet conferences and newsgroups Council s computer network which support the internet are a public asset. Like any public asset they are to be used for Council business only. The following uses of Council s internet are inappropriate: Accessing, downloading or distributing material that is in breach of the law, is pornographic sexually explicit, racial vilification or an incitement to violence Any form of non-council related commercial use of the internet The purchase or sale of personal items through advertising on the internet To run a private business, clubs or other external organisation To mount personal web pages As an messaging system to correspond with family and friends To introduce computer viruses and the like into the Council network For illegal or fraudulent activity Downloading copyrighted material or material protected by intellectual property rights Accessing, viewing and downloading non-business related information Downloading software including share-ware or free-ware, except with permission of the Manager ITS. Making defamatory, derogatory or offensive remarks Publishing untrue, distorted or confidential information Council reserves the right to monitor internet access activities on Council computer networks at all times. Council has a legitimate right to capture and inspect any data stored or transmitted on the Council s IT facilities (regardless of data ownership), when investigating system problems or potential security violations, and to maintain system security and integrity, and prevent, detect or minimise unacceptable behaviour on that facility. 4. ACCOUNTABILITY AND RESPONSIBILITY Council expects all staff to exercise careful and proper judgement at all times when utilising the internet. Provided staff act in a proper manner and in accordance with this policy, they can be assured that the privacy of their communications will be respected and there will be no need to undertake investigations into possible misuse of the internet. If you are unsure about what is appropriate usage you are strongly encouraged to seek advice from your Director or the Manager Information Technology Services. 4 of 5

5 However, in order to ensure Council, as an organisation, acts at all times in an appropriate and ethical manner, systems exist which allow full scrutiny of all internet usage. In the event of a report of, or reasonable suspicion of, misuse of the internet the General Manger will be advised and a detailed investigation may be undertaken and appropriate action taken. Disciplinary action, according to Council s Disciplinary Procedures, up to and including dismissal, will be taken against any Council internet user found to be using the internet in a manner that is in contradiction to or in violation of this Policy. Anyone suspecting misuse or attempted misuse of the internet is responsible for reporting such activity to their Manager/Director or General Manager. 4.1 RESPONSIBILITIES There is no guarantee that internet information is valid or authentic. Users need to be alert to the possibility of forgery, false attribution, misinformation and to verify the authenticity of suspicious internet content by some other means. Users should follow procedures as outlined in the Electronic Mail Policy and Records and Document Management Policy. 4.2 INTERNET DOCUMENTS AS CORPORATE RECORDS Documents downloaded from the internet related to the transaction of Council s business, are corporate records and must be sent to the Infovision Document Management System for recording in Council s record management system as appropriate. If unsure as to whether the information constitutes a business communication as defined by this Policy, it should be referred to the Department Director. 4.3 LINKS TO COUNCIL S WEBSITE Requests for links to Council s website will be required to be approved by the Manager Information Services. Consideration will only be given to requests that are consistent with Council s Charter as outlined in Section 8 of the Local Government Act, of 5