Overview
The purpose of this policy is to ensure the proper use of Polk County’s communications and information systems and to make users aware of what Polk County deems as acceptable and unacceptable use. All use of the County’s communications and information systems, including personal emails, are County property and will be managed as a component of the County information resource using routine backup and recovery procedures. Polk County reserves the right to amend this policy at its discretion. In case of amendments, users will be informed.
This document formalizes the policy for employees, students, contractors, or volunteers (“users”) regarding the use of communication technology resources including telephones, pagers, personal digital assistants (“PDAs”), email, computers, printers and other peripherals, fax machines, programs, Global Positioning Systems (“GPS”), data, local/wide area networks, and the Internet (“equipment”). It is the County’s position that this policy does not focus solely on computer-based technologies, but applies to all communication systems and equipment, with the exception of cell phone usage, which has a separate policy.
User Responsibilities
It is the responsibility of any person using the Polk County system to read, understand, sign, and follow this policy. In addition, users are expected to exercise reasonable judgment in interpreting this policy and in making decisions about the use of communication technology resources. Any person with questions regarding the application or meaning of this policy should seek clarification from appropriate management. Failure to observe this policy may subject individuals to disciplinary action, up to and including termination of employment.
Unacceptable Uses
Unless such use is deemed reasonably related to a user’s job by their supervisor, it is unacceptable for any person to use Polk County communications technology and/or equipment:
- For any political purpose
- For any commercial purpose
- To send threatening, intimidating, or harassing messages, whether sexual or otherwise
- To access or share sexually explicit, obscene, or otherwise inappropriate materials
- To infringe on any intellectual property rights
- To engage in non-business activities that unnecessarily tie up business practices
- To gain, or attempt to gain, unauthorized access to any computer or network for any use that causes interference with or disruption of network users and resources, including propagation of computer viruses or other harmful programs
- To intercept communications intended for other persons
- To libel or otherwise defame any person
Personal Use
Although the County’s communication system and equipment are meant for business use, limited and reasonable use of equipment for occasional personal used that does not interfere with or does not constitute “unacceptable uses” as defined above or result in any additional costs or loss of time or resources, is permitted in accordance with County policy.
The County allows reasonable personal use if certain guidelines are adhered to:
- Personal use of equipment should not interfere with work
- Personal use of equipment should be limited to infrequent incidental use
- Personal equipment must also adhere to the guidelines of this policy
- The forwarding of chain letters, junk mail, inappropriate jokes and executables is strictly forbidden
- No long distance telephone calls or faxes are to be made without pre-approval from the employee’s supervisor
All messages distributed via the County’s email system, including personal emails, are Polk County property. Detailed logs of all internet and telephone use are kept and may be monitored without prior warning to the user. While employees have the ability to access their email from home or smart phones, it is not allowed without prior authorization from their department head.
Data Confidentiality
In the course of performing their jobs, County users often have access to confidential or proprietary information, such as personal data about identifiable individuals or commercial information about business organizations. Under no circumstances is it permissible for users to acquire access to confidential data unless such access is designated as a requirement of their job. Under no circumstances may users disseminate any confidential information that they have rightful access to, unless such dissemination is required by their jobs or otherwise permitted by law. Any user found to have violated policies established by HIPPA (regarding privacy of medical information), may be subject to disciplinary action, up to and including dismissal and/or legal action. Any used found to have violated state laws regarding confidentiality may be subject to supervisor notification and potential disciplinary action, up to and including dismissal and/or legal action.
No Expectation of Privacy
Information systems and equipment are the property of Polk County. All systems and equipment are to be used in conformance with these policies. The County retains control regarding the use of each user’s equipment and all contents stored thereon. The County Administrator and Elected Officials within their respective department, including the Sheriff and District Attorney, have the right to monitor user computer communications and may ask assistance from Information Services in order to do so. Users should be aware that Information Services, under the direction of these officials, in order to ensure proper network operations may routinely monitor network traffic and computer usage.
Legal Requirements
The following rules are imposed by law and are to be strictly adhered to. It is prohibited to:
- Send or forward emails containing libelous, defamatory, offensive, racist, or obscene remarks. If you receive an email of this nature, you must promptly notify your supervisor
- Forge or attempt to forge email messages
- Disguise or attempt to disguise your identity when sending mail
Send email messages using another person’s email account
Discipline
If there is evidence that a user is not adhering to the guidelines set forth in this policy, the County reserves the right to take disciplinary action up to and including the dismissal and/or legal action as deemed appropriate. Users who are found to have violated this policy may be held financially responsible for any expenses incurred during anything unauthorized use. The County reserves the right to suspend or terminate County issued equipment or privileges at any time, without prior notice to the user.
Declaration
I have read, understand and acknowledge receipt of the Polk County Communication Technology policy. I agree to comply with the guidelines set forth in this policy and understand that failure to do so may result in disciplinary and/or legal action.