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unofficial consolidation, the official version is held by the municipal clerk.
1.0 APPLICATION
This Policy applies to all employees of the Town.
2.0 AUTHORITY
Municipal Government Act Part III - Powers - Section 48(3).
3.0 BASIC POLICY
This policy sets forth the Town of Mahone Bay's requirements with respect
to usage by employees of the Town's computer, fax, scanner, telephone
and other electronic communications systems, including by way of
illustration, the e-mail facility, Internet access, long distance fax, telephone
mailbox, cell phones, Town web pages, in-house applications, computer
hardware and data files (collectively called 'The Computer System'). It also
establishes important and specific rules regarding access to, and disclosure
of, data and use of the Town's Computer System in all its aspects.
4.0 POLICY OBJECTIVE
The objective of this policy is to provide clear and reasonable guidelines on
Information Technology usage by Town employees, and to promote an
environment that is productive, cost effective, safe, and free from abuse; also
to address confidentiality issues and the Town's ownership of the Computer
System and all data files.
5.0 GENERAL GUIDELINES
The Town of Mahone Bay advises all employees that the Town's Computer
System and especially (but not limited to) their e-mail system, telephone
mailbox, cell phone use, Internet access and data files, are not private. The
COMPUTER USE POLICY
system administrator, as well as the Internet service provider, can monitor
and record all computer usage. All data of whatever kind or source processed
by, stored in and transmitted through the Town's Computer System and the
electronic applications which make this possible, are the property of the
Town.
The Town's Computer System and other information technology hardware
and software are provided for official business use. While occasional personal
use is permitted, it needs to be understood that personal messages and files
will be treated no differently from business messages and files and may be
subject to being read, monitored and disclosed by the Town. Employees,
who desire that their expressions, communications and actions remain
private or confidential, must use their own personal communications devices
outside of the workplace and outside of work hours.
6.0 SPECIFIC GUIDELINES
6.1 No employee, without approval of the Network Administrator and/or
the CAO or designate, is permitted to knowingly:
a) Use the Town's Computer System for the purpose of accessing the
files or communications of other employees within the Town, unless
such accessing is done in the lawful performance of the employee's
responsibilities;
b) Open, download or transmit any attachment containing a program
from an outside source unless it is a known source and for the use by
the employee for the benefit of the Town;
c) Transmit any message, data, image or program that would violate
the copyright, patent, trade secrets, confidence, trademark or other
property rights of others;
d) Use a web site providing anonymity to search the web or to send
communications;
e) Post or transmit chain letters, charity requests, virus warnings,
petitions for signatures or letters related to pyramid schemes;
f) Intentionally alter or compromise the integrity of the Computer
System;
g) Access the Town's Computer System from outside normal office
facilities unless duly authorized by the Network Administrator and/or
the CAO
6.2 Harassing, libellous, defamatory, threatening, obscene, discriminatory or
otherwise inappropriate use of the Computer System is forbidden. This
includes derogatory or inflammatory messages or intended jokes about a
person's race, colour, age, sex, disability, religion, national origin, physical
attributes, or sexual orientation
6.3 The Town's Computer System is not to be made available for use by third
parties such as suppliers, customers or the general public without specific
prior authorization from the Network Administrator and/or the CAO.
6.4 If a virus-warning message is received employees are to immediately
advise the Network Administrator so that appropriate action can be
taken.
7.0 MONITORING EMPLOYEE USAGE
The CAO may authorize the monitoring of internet use, e-mail or voicemail
messages or data files on a periodic basis, check for breaches of
confidentiality, system security, violations of law, or infringement of Town
rules or policies. such monitoring may occur electronically or manually
without notice to, or knowledge of, the affected employee. On the same
basis, the CAO, or designate may authorize inspection of the contents of
internet usage, e-mail or voice mail messages or data files disclosed by such
monitoring, or any follow-up investigation for the Town's purposes.
The Town reserves the right to access, monitor and discharge all aspects of
the Computer System including employee generated e-mail, voicemail and
data files, when it has, in its sole judgment, a need or reason to do so.
Accordingly, employees should take steps to ensure that documents and
messages pertaining to the affairs of the Town are available to the Network
Administrator and the CAO.
Clerk's Annotation For Official Policy Book
Date of Notice to Council Members of Intent to
Consider (7 days minimum notice)
Feb 13, 2007
Date of Passage of Current Policy
It is important for employees to understand that they should not say
anything through their workplace e-mail facility, Internet access, web pages,
in house applications, data files and computers in the workplace that they
would not otherwise put in writing or say in a workplace meeting, or wish to
have disclosed to a third party.
The Town of Mahone Bay will not be held responsible for unauthorized use of
its Computer System by employees.
Any misuse and/or unauthorized use of the Town's computer and
communications systems shall result in action against the employee as
outlined in the Town's Discipline Policy.
March 13, 2007
April 17, 2014
___________________________________
Clerk/CAO
March 14, 2007