Town of Wolfeboro Computer Use Policy and Agreement Form

Approved and Adopted by the Board of Selectmen yy/mm/dd

TABLE OF CONTENTS

1. PURPOSE
2. DEFINITIONS
3. ACKNOWLEDGEMENT
4. PRIVACY POLICY
5. COMPUTER USE
6. EMAIL USE
7. INTERNET/INTRANET USE
8. SECURITY AWARENESS TRAINING
9. CONFIDENTIALITY AND NON DISCLOSURE OF INFORMATION
10. ACCOUNTABILITY
11. SIGNATURE

1. PURPOSE

   The purpose of this document is to establish a common and uniform policy with signatory agreement for Town of Wolfeboro employees (further identified as Authorized Users) regarding use of Town of Wolfeboro computers, systems, and networks.

   PLEASE READ THIS AGREEMENT CAREFULLY. IT CONTAINS IMPORTANT INFORMATION ABOUT THE DUTIES YOU MUST UNDERTAKE AND THE RULES TO WHICH YOU MUST ADHERE AS AN AUTHORIZED USER.

2. DEFINITIONS

   For the purpose of this document, the following definitions apply:
   • 2.1 Authorized Users
     • Full or part-time employees of The Town of Wolfeboro.
     • Volunteers and interns authorized to use Town of Wolfeboro computer and network resources.
     • Contractors, vendors, or individuals associated with the Town of Wolfeboro authorized to use the Town of Wolfeboro network resources.
   • 2.2 Information Systems

     Computers, computer facilities, networks, licensed or development software maintained or operated by any of the Town of Wolfeboro departments, systems, equipment, including documentation, information, reports, or data of any kind

   • 2.3 Information

     Documentation, information, reports or data of any kind maintained by any of the Town of Wolfeboro departments, systems, equipment

3. ACKNOWLEDGEMENT

   TOWN OF WOLFEBORO EMPLOYEES ARE REQUIRED TO SIGN AT THE BOTTOM OF THIS DOCUMENT TO ACKNOWLEDGE THAT THEY HAVE READ AND UNDERSTAND THIS AGREEMENT. IF YOU HAVE ANY QUESTIONS REGARDING THIS POLICY, PLEASE CONTACT YOUR SUPERVISOR OR FINANCE DEPARTMENT.

4. PRIVACY POLICY

   • 4.1. No Privacy

     Authorized Users should have no expectation of privacy in anything they create, store, send, or receive on the computer system.

   • 4.2. Ownership

     All Information Systems and Information are property of the Town of Wolfeboro and are subject to removal or replacement at any time. Computer resources and accounts are given to Authorized Users as required to accomplish their jobs. Authorized Users who use Information Systems for personal and/or business use are at risk of losing that information if a computer is replaced.

   • 4.3 Usage Monitoring

     The Town of Wolfeboro reserves the right to monitor any and all aspects of its Information Systems, including, but not limited to, monitoring sites visited by authorized users on the Internet, monitoring chat groups and news groups, reviewing material downloaded or uploaded by users to the Internet, and reviewing the content of email sent and received, as all these forms of communication are conducted on Information Systems. Users who seek to block or otherwise prevent surveillance will be subject to immediate disciplinary action, up to and including termination.

   • 4.4 Blocking

     The Town of Wolfeboro may use software to identify inappropriate Internet sites. Such sites may be blocked from access. In the event you nonetheless encounter inappropriate material while browsing on the Internet, immediately disconnect from the site, regardless of whether the site was not subject to blocking software and report this immediately to your supervisor.

   • 4.5 Computer Use Violations

     If you witnesses Information Systems use by an Authorized User or anyone else that is not in compliance with this policy, notify your supervisor immediately.

5. COMPUTER USE

   Information Systems are Town of Wolfeboro property and are provided for Town of Wolfeboro business purposes only.

   In consideration for the privilege of accessing and using Information Systems the Authorized User understands and agrees to the following rules:

   • 5.1. Computer Use Description
     1. Numerous security and privacy regulations apply to client and business information contained in all Information Systems. Every Authorized User has responsibility to ensure the protection of Information Systems from unauthorized access, misuse, theft, damage, destruction, modification or disclosure.
     2. Any person or any use not specifically known by the Authorized User as being authorized to access or use Information Systems shall be promptly reported to the appropriate Supervisor.
     3. Information Systems shall be used solely for the purpose of conducting official Town of Wolfeboro business.
     4. At no time shall an Authorized User knowingly access or attempt to access any Information Systems without having the express authority or appropriate authorization to do so.
     5. At no time shall an Authorized User access or attempt to access any Information Systems in a manner inconsistent with approved policies, procedures and/or agreements relating to system entry/access.
     6. All Information developed utilizing Town of Wolfeboro facilities or resources shall be the exclusive property of the Town of Wolfeboro.
     7. All software licensed by, developed for, or being evaluated by the Town of Wolfeboro shall not be copied, shared, distributed, sub-licensed, modified, reverse engineered, rented or sold. At all times the Authorized User shall use utmost care to protect and keep such software strictly confidential in accordance with the license or any other agreement executed by the Town of Wolfeboro.
     8. An authorized user shall use only equipment or software owned, licensed or being evaluated by the Town of Wolfeboro. Personal software shall not be installed on any Town equipment.
     9. At no time shall Authorized Users share or permit use of computer password(s) or premises access cards, keys or codes by any other unauthorized person.
     10. Authorized Users may not illegally copy material protected under copyright law or make that material available to others for copying. Authorized Users are responsible for complying with copyright law and applicable licenses that may apply to software, files, graphics, documents, messages, and other materials to be downloaded or copied.
     11. Material that is fraudulent, harassing, embarrassing, sexually explicit, profane, obscene, intimidating, defamatory, or otherwise unlawful or inappropriate may not be sent by email or other form of electronic communication (bulletin board systems, news groups, chat groups), downloaded from the Internet, or displayed on or stored on Town of Wolfeboro computers. Authorized Users encountering or receiving this kind of material should immediately report the incident to their supervisor.
     12. At no time shall an Authorized User leave a workstation for extended periods without first ensuring that the workstation is properly secured from unauthorized access.

6. EMAIL USE

   Email and other electronic communication messaging systems are Town of Wolfeboro property and are to be used for business purposes only, except incidental personal messages. Email is defined as "internal email systems" or "Town of Wolfeboro-funded email systems".)

   • 6.1. Email Use Description

     The Town of Wolfeboro provides email service to support open communications and to exchange information. Email is not encrypted and is not secure. Correspondence via the Town of Wolfeboro email is subject to the Privacy Policy.

   • 6.2. Authorized Use of Email

     Electronic communications via email should be viewed as the equivalent of letters sent on official letterhead. Communications should be accurate, relevant, concise and be written in a professional and courteous tone. When using email, users are expected to maintain the same degree of professionalism expected in all business communications.

     • If an Authorized User cannot immediately respond satisfactorily, the Authorized User should send an acknowledgement.
     • Authorized Users must have approval from Agency/Office/Division head before sending out a global or broadcasting mailings (e.g., All Employees, Everyone @ )
     • If email is not available to authorized users while out of the office, the automatic forwarding of emails to an external destination email address is prohibited.
   • 6.3. Prohibited Uses of Email

     The Authorized User understands and agrees that Email shall not contain or be used for:

     1. Any unlawful purpose.
     2. Any use that reflects poorly on a Town of Wolfeboro departmental official.
     3. Personal business or commercial purposes, except for incidental and infrequent messages.
     4. Invasion of the privacy of others.
     5. Distribution of pornographic or obscene materials.
     6. Profane or abusive language.
     7. Distribution of non-business materials including but not limited to jokes, chain letters, cartoons, sound files, amusement or entertainment purposes or executables not specifically business related.
     8. Creating or transmitting statements, messages, language, images, that might constitute intimidating, hostile or offensive material likely to be disparaging of others based on race, national origin, sex, sexual orientation, age, disability, religious beliefs, or political beliefs.
     9. Any use that compromises the integrity of the systems, network, other network users, or causes any interruption or disruption of services or equipment.
     10. Misrepresentation of the Authorized User's identity, including using another's Authorized User ID and password. Authorized User must not alter the "From:" line or other attribution-of- origin information in electronic communications. Anonymous or pseudonymous electronic communications are forbidden.
     11. Any lobbying contact or effort in support of such contacts, or causing others to make contact with members of the legislature or legislative committees including but not limited to: preparation and planning activities; research, and other background work that is intended at the ti me performed, to influence the approval, modification or rejection of any legislation by the legislature of the State of New Hampshire or any committee thereof without the explicit consent of the Town of Wolfeboro or its designee.
     12. Any confidential information such as credit card numbers, social security numbers, medical information, or the like.
   • 6.4. Standard Header and Footer

     All authorized users shall ensure that their Email header has no graphics.

     The Email signature should be left justified with no special formatting. The following footer should be appended to all Email sent outside of the Town of Wolfeboro network unless applied automatically by Town of Wolfeboro Email servers:

     Statement of Confidentiality: The contents of this message are confidential. Any unauthorized disclosure, reproduction, use or dissemination (either whole or in part) is prohibited If you are not the intended recipient of this message, please notify the sender immediately and delete the message from your system.

   • 6.5. Technical Support Personnel

     Technical support personnel shall not review the content of an Authorized User's communications out of personal curiosity or at the behest of another without the required authorization. Authorized Users shall not intercept, disclose or assist in intercepting or disclosing any electronic communications, except as authorized by this policy.

7. INTERNET/INTRANET USE

   The Internet/Intranet is to be used for access to and distribution of Information in direct support of the business of the Town of Wolfeboro.

   • 7.1. Internet/Intranet Use Description

     Authorized Users are given Town of Wolfeboro provided access to Internet and Intranet resources to assist them in the performance of their jobs.

     1. Users are representatives of the Town of Wolfeboro when using the Town of Wolfeboro's Internet connection
     2. Usage of the Internet is subject to the same code of conduct that applies to all other actions in the workplace.
     3. Use of the Internet in a manner that violates any Town of Wolfeboro rule or regulation constitutites grounds for disciplinary actions, up to and including termination.
     4. The Town of Wolfeboro will have access to usage logs where available, including a list of sites visited by users.
     5. Internet/Intranet Authorized Users are responsible for all material accessed under their user ID.
     6. Users are prohibited from accessing the Internet by utilizing a dial-up modem located on a network resource within the Town of Wolfeboro.
   • 7.2. Authorized Uses of Internet/Intranet

     Access and software for browsing is provided to Authorized Users for Town of Wolfeboro related business use only.

     1. Communications with other Town of Wolfeboro employees, officials and the general public.
     2. Communication of Information related to professional development or to maintain currency on topics of agency interest.
     3. Announcement of new laws, rules or regulations.
     4. Encouraging collaborative projects and sharing of resources.
     5. Fostering innovation and competitiveness within the Town of Wolfeboro.
     6. Personal use that conforms to restrictions outlined below and is limited to personal time.
   • 7.3. Prohibited uses of Internet/Intranet

     The Authorized User understands and agrees that the Internet/Intranet shall not be used for:

     1. Chat rooms, Social Networking sites (Facebook, Twitter, etc.) interactive games, and personal message boards, except as may be authorized by the Department Head or his designee.
     2. Downloading graphics, sound files, video clips or other files for personal use.
     3. Games and entertainment software. Authorized Users may not use their Town of Wolfeboro- provided Internet access to download games or other entertainment software, including screen savers, or to play games over the Internet.
     4. Access to or the distribution of pornographic or obscene materials.
     5. Anything that interrupts or disrupts other network Authorized Users, services, or equipment.
     6. Violations of the privacy of other Authorized Users or their data.
     7. Intentional copying of any software, program(s), or data without a prior, good faith determination that such copying is permissible. (Efforts to obtain permission shall be documented.)
     8. Intentional misrepresentation of yourself electronically as another, unless specifically authorized to do so by that Authorized User, or the Department Head or his designee.
     9. Intentionally developing programs designed to harass users or to infiltrate a computer or computing system and/or damage or alter the software components of same.
     10. Fund raising or public relations activities not specifically related to Town of Wolfeboro business.
     11. Any purpose not directly related to the mission or intent of the Town of Wolfeboro.

     If an employee's use of the Internet/Intranet appears to be inappropriate or excessive, the employee's supervisor should be notified immediately. Department Heads may authorize exceptions to the preceding list of prohibited activities. All such exceptions granted shall be in writing, with a copy to the Town Manager.

8. SECURITY AWARENESS TRAINING

   Authorized Users of Town of Wolfeboro Information Systems play a critical role in protecting said Information Systems. Authorized users may be required to complete Town of Wolfeboro provided computer-based security awareness training within 45 days of effective start date, and as frequently as every two years. Completion certificates will be forwarded to the Human Resources Coordinator (Finance Department) or designee for retention.

9. CONFIDENTIALITY AND NON DISCLOSURE OF INFORMATION

   • 9.1 Town of Wolfeboro's Information shall be classified as "Confidential" unless otherwise specified and shall be protected from unauthorized disclosure.
   • 9.2 Under no circumstances shall an Authorized User disclose to the public, or to any other individual, any confidential Information pertaining to the offices, departments, or citizens serviced by Town of Wolfeboro network.
   • 9.3 The Authorized User shall be cognizant of the fact that the same laws, regulations, and requirements regarding protection, withholding, and disclosure requirements of the Freedom of Information, Privacy and Federal Records Acts cover federal government electronic records, including email. It is also noted that the same shall apply to the NH Right-To-Know Law.
   • 9.4 In the event there is a question, each Authorized User shall check with supervisors, management or designees to determine whether particular information is classified as confidential.
   • 9.5 Each Department Head and supervisor is to provide Authorized Users with instruction on maintaining the security of records and the proper release of information in records.
   • 9.6 Storage of confidential information on mobile devices must be authorized by each department. Mobile devices known or believed to store confidential information must have the standard encryption product installed to protect information in the event the device is misplaced or stolen. Any loss of such device must be reported immediately to the employee's supervisor.

10. ACCOUNTABILITY

    • 10.1 All Authorized Users of the Information Systems shall adhere to this Computer Use Policy & Agreement.
    • 10.2 Employees who do not comply with this policy shall be subject to disciplinary action as outlined in the Town of Wolfeboro Personnel Policy.
    • 10.3 Non-Employees who do not comply with this policy may have their rights and privileges to the Information Systems revoked.
    • 10.4 It is the responsibility of each department head to enforce all policies contained in this Computer Use Policy & Agreement.

11. SIGNATURE

    I hereby acknowledge that I have received, reviewed, and understand all the information in this Computer Use Policy & Agreement document.

    I understand how I may held accountable for my use of the Town of Wolfeboro Information Systems and possible repercussions stated in section 10, Accountability.