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Internet Policies and Procedures for City of Bainbridge Island Employees - April 1999
April, 1999
Prepared by: Boy F. Petersen
ext. 8602
Adopted by: City Council
City Administrator
Policy
Purpose:
To establish policies and procedures for employee access to the Internet. These policies and procedures are intended as a guide and aid, not as a restriction or deterrent from using what has quickly become the single greatest source of knowledge mankind has every seen. It is in keeping with the stated City goals that its employees should be given the opportunity to take advantage of this wealth of information providing the Citizens of the Bainbridge Island with better service based on greater expertise.
The City owns its electronic computing system and all the records that are created and maintained on it, therefore any use of a City computer to browse the Internet, to use Internet e-mail, or to download files from Internet sites are to be regarded strictly as use of City equipment. As use of City equipment this binds it to the appropriate RCWs, WACs and BIMCs.
An employee's participation in Internet services, such as e-mail and news groups, reflects upon the City in the same way as an employee's participation at a seminar. Thus, it is the City's responsibility that such participation be strictly approved and regulated and the employee's responsibility to act in the best possible manner.
It is important that every user has a clear plan or goal before beginning and once that goal is achieved, to leave immediately. Otherwise great time can be lost moving unproductively from one web site to another (a.k.a. "surfing the web"). This is done for the benefit of the employee as much as it is for the City for lost time is a luxury no one has.
The Internet is a collection of countless companies, organizations, and citizens, each with their own agendas, interests, and tastes. The employee's use of City equipment to access the Internet is to be considered an agreement in which the nature of the usage will be strictly for City business, unless otherwise noted. It should also be realized that visits to other sites deemed having nothing to do with the City's interests can and will be blocked by the City if necessary.
Lastly, there is no such thing as true privacy on the Internet. Everything a user does, from using e-mail to browsing web sites, can and often is monitored by a wide variety of people. Among those who might be listening is a highly educated, highly motivated, and often amoral, group of individuals who can and will look for ways to access the networks of the unwary. While many of these hackers do this for the "thrill" alone there are those whose motivations are far more malevolent. If given the opportunity by a careless employee, even the most inexperienced hacker could put the City's entire data structure in peril. Therefore, the education of the user, coupled with strict rules and regulations, are considered essential for any access to the Internet.
Scope
All Departments/Sub Departments/Divisions/Employees
Enforcement Authority
Primary: Information Technology Division
Secondary: Department Head and Supervisors
Definition(s)
Browser: The computer program by which a user can access the visual aspects of the web.
Download/Upload: The transmission of computer files or programs over the nation's communication system.
Network Administrator, System Administration, Computer Technician, Tech: those employee(s) tasked with maintaining the City's computer and/or communication equipment.
Internet: A vast collection of computers, ranging in size from the desktop computers of private citizens to the largest mainframes of major corporation, all connected to one another via telecommunication systems. This web of computers offers information or computer software that can be "downloaded" onto the user's computer.
Internet E-mail: Another important service that the Internet provides is e-mail by which a user can compose a message for someone across the country and have it delivered electronically almost instantly and usually without cost.
File Transfer Protocol (ftp): The means by which a user can "download" a file from a computer on the Internet. Many web-sites are linked to ftp sites allowing you to download a file directly from their web site. Larger ftp sites have addresses that usually begin with "ftp" and require that you have their address to access it.
Telnet: Another service provided by the Internet. The means by which a user can gain access into another computer or network over the Internet.
World Wide Web (WWW): A subset of the Internet in which computers display information on "web sites". If a proper browser is used, a web site will be displayed on a user's screen as a highly visual depiction of information. Most web sites have Internet addresses that begin with "www."
Policy Statements
It is the policy of the City of Bainbridge Island that:
An employee must be given authorization to access the Internet.
Any user wishing access to the Internet must submit a completed Internet Usage Agreement (see below) to their director and the Internet Technology Division stating why the access is needed. The request will then be either approved, denied, or an alternative offered. Unauthorized access into the Internet using City's equipment or City Internet accounts, or another employee's Internet account, or through other means, is a violation of procedures and may be cause for disciplinary action.
The Information Technology Division is instructed to track the usage of the Internet by City employees.
The sophistication of current hardware and software makes it possible to monitor Internet activity. Any and all information will be gathered and will be noted. The members of IT Division will monitor the system for activities and take appropriate action if necessary.
Telnet is strictly prohibited without authorization.
Telnet, essentially dialing into a foreign computer, requires information outside the knowledge of the typical user. Therefore, a formal request must be made to a member of IT Division. If approved, a member of IT must be present during all telnet sessions until the administrator feels comfortable with the skill of the user.
Authorization is required to participate in news groups.
Downloading files from the Internet is limited to only approved sources.
The Internet is the leading cause of computer virus infections. While major corporations attempt to ensure that anything they offer to the public for download is virus free, the same cannot be said about the lesser Internet and ftp sites. Therefore all requests for downloads must be made to the IT Division. If approved the employee may download the file. The employee is to be held responsible for making certain that the download is virus free.
Acceptable Uses of the Internet.
The definition of acceptable use of the Internet is any use that is related to City business, an issue facing the City, or any furthers the employee's understanding of topics related to an issue. Examples would include:
1. E-mailing someone involved in City business or issues.
2. Going to web sites that offer information about laws and regulations, such as the Municipal Research and Services Center and Washington State Government web sites.
3. Going to web sites for technical information.
4. Ftp sites that have updates for City software.
Acceptable "Non-Business" use of the Internet.
The definition of acceptable "non-business" use of the Internet is any use which, although not related to City business, provides a service that might aid the user in finding more information that is City-related or aids the user in their use of the Internet.
Such acceptable "Non-Business" use of the Internet would include.
1. The use of major directory services such as "Yahoo" to find Internet sites relevant to City business.
2. Participation in news groups based around a topic that the City has an interest.
3. Participation in news groups or Web sites created by professional organizations of which the City or the user in his or her professional capacity is a member.
4. Participation in news groups or Web sites that can help the user improve their Internet skills.
Prohibited Uses of the Internet
1. The possession or transmission of the following materials:
a. Pornographic, profane, or sexually explicit material (photos, jokes, etc.)
b. E-mail that is in anyway abusive towards a gender, race, religion, or sexual orientation.
c. E-mail that is in anyway abusive towards a fellow employee.
2. Private or commercial use - any use that promotes monetary or business gain for the employee and their family is prohibited.
3. Copyright Violations - any use of the Internet that violates current copyright laws is prohibited.
4. Harassment - the use of the Internet to harass employees, vendors, customers, and others is prohibited.
5. Political - the use of the Internet for political purpose, unless specifically stated otherwise in law or code, is prohibited. This includes simple browsing of political web sites (those representing a political viewpoint, party, issue, or candidate) as well as partisan campaigning.
6. Truth of Identity - the use of an alias while using the Internet is prohibited. This includes the sending of anonymous messages are prohibited. The misrepresenting of an employee's job, their job title, job description, or position within the City is prohibited.
7. Misinformation/Confidentiality - the release of misleading, distorted, untrue, or confidential materials regarding City business, views, or actions is prohibited.
8. Any message that either commits or references the commission by either the author or recipient of:
a. A felony crime
b. Actions that are expressly against City policy.
Disciplinary Action
If an employee is found by their supervisor, or member of the IT Division, to be in violation of the rules and policies they may be subject to one or more of the following disciplinary actions.
1. An oral reprimand.
2. A written reprimand.
3. Restriction of Internet privileges
4. Removal of Internet privileges.
5. Review for further disciplinary action by the employee's supervisor.
It must be realized that the failure of any employee to abide by this policy is taken seriously and can, if warranted, lead to the dismissal of the employee.
Internet Etiquette
To maintain the City's integrity users should become acquainted with Internet Etiquette. The suggestions below are based upon the simpler E-mail etiquette rules:
- When e-mailing someone or some group in the Internet, actively disclaim speaking for the City of Bainbridge Island. Even if you assume that everyone will realize that you are speaking your own mind, the City's e-mail address will likely appear on your messages causing some to believe that your opinion is the City's opinion.
- Copyright laws protect much of the information on the Internet. The simple
act of downloading such information may be a copyright violation. The use
of information without acknowledgments is without doubt a violation.
- If you join a news group, monitor the messages without participating to
understand the personality of the group and the threads of conversation they
are weaving. Throwing in your "two cents worth" without knowing what the conversation
is truly about will probably be worth less than the two cents and open you
up to ridicule.
- Do not divulge any City policies to groups. If you are asked to do so and
you know and trust that person, transmit the information privately.
- Do not type in ALL CAPS - it is considered by the Internet community as
shouting.
- Do not indulge in "flaming" - an Internet term for a confrontational e-mail
exchange. It is considered disrespectful.
- Be aware that many people in the news groups are deliberately confrontational
and have little regards for obvious "newbies" to the group. If flamed, ignore
it and move on. If a group you are attending breaks out in a flame war consider
avoiding the group until the fighting stops.
- Do not post messages anonymously. This is very bad form in the Internet
community.
- The subject of your message should be stated clearly in the "Subject: "
line.
- The time it takes to read and respond to messages must be taken into account
before using newsgroups.
- Be sure to look for any "Frequently Asked Questions" (FAQ) for the group. Reading a FAQ will give you valuable information about the group's objectives and scope of discussion.
Maintenance of Users' Records
Routinely purge your mailbox and hard drive of unnecessary Internet messages and files. Read or make use of messages and downloaded files promptly. Do not retain a large number of outdated files and messages unless considered important enough to be archived.
Modification of Policies
Amending, deleting, or adding to these policies shall be done according to the following steps in addition to the normal policy adoption procedures.
1. The Information Technologies Division may recommend a change in the policies at any time.
2. Employees and Management can suggest changes or note shortcomings to the IT Division for evaluation and recommendation. Such recommendations should be in writing and include the proposed change and the reason, or situations that prompted it.
3. A recommendation from the IT Division must be unanimous.
4. Employees will be notified by email of any changes to the policies.
Effective Date
These policies will take effect immediately upon City Council approval and will remain in effect until further notice.
INTERNET USAGE AGREEMENT
On _______________(date), I________________________(print name) received a copy of the policies regarding Internet usage adopted in April 1999 for the City of Bainbridge Island. I have read the policies and agree to comply with all stated provisions and terms for usage involving City provided equipment and accounts. I understand that, pending investigation, failure to adhere to these policies may result in discipline, in accordance with established City policies.
__________________(date) _________________________(signature)
On _______________(date), I _______________________(print name) received the signed copy of the Internet Usage Agreement for the above employee. I give my approval for this employee to use the Internet and realize that I, working with the Information Technology (IT) Division, am responsible for the enforcement of the Internet Policies for usage involving City provided equipment and accounts. The City has not provided me with any special software or training to electronically monitor an employee's use of the Internet. Electronic monitoring responsibility rests with the IT Division, however if I suspect misuse of the Internet I will immediately notify the IT Division. I understand that, pending investigation, failure to adhere to my duties to supervise may result in discipline, in accordance with established City policies.
__________________(date) ________________________(signature)
On _______________(date), I _______________________(print name), as representative of the Information Technology Division, received the Internet Usage Agreement signed by both the employee and their supervisor. I agree to the usage of the Internet for that employee and realize that the IT Division will be held responsible for the setting up, maintaining, and monitoring of that employee's use of the Internet. IT Division realizes its responsibilities for the enforcement the Internet Policies. I understand that, pending investigation, failure to adhere to my duties may result in discipline, in accordance with established City policies.
__________________(date) _________________________(signature)
Revision 9/14/99 ALH