ICT Usage Policy
Computers
INTRODUCTION
Use of e-mail and the Internet by Organisation employees is permitted and encouraged where such use is for business purposes and supports the publicised goals and objectives of the Organisation. However, we unfortunately live in times where we hear of, and sometimes see, uses of e-mail and the Internet that can cause offence and in some circumstances lead to legal proceedings. There is now a large amount of UK and EU law relating to individual and Organisation responsibility to protect family and staff from misuse of data, e-mail or Internet content. In addition, we now have the ITW Legal Ethics and Compliance guidelines to follow.
In this document ITW Envopak provides an Acceptable Use Policy as clarification of the policy regarding use of our e-mail system and the Internet. For clarity any future references to ‘the Organisation’ will refer to ITW Envopak.
All of ITW Envopak’s IT facilities and information resources remain the property of ITW. This document also covers the policy relating to use of Organisation IT equipment.
GENERAL PRINCIPLES
All IT equipment and services are to be used in a manner that is consistent with the Organisation’s standards of business conduct and as part of the normal execution of an employee’s job responsibilities.
Corporate e-mail accounts, Internet Ids and web pages should not be used for anything other than business related communications. Use of Internet/Intranet and e-mail will be subject to monitoring for security, legal and network management reasons. Users may be subject to limitations on their use of such resources.
Additional hardware or software must not be loaded onto your work PC without the agreement, in writing, of your line manager.
PRECAUTIONARY AND DISCIPLINARY MEASURES
Deliberate and serious breaches of the policy statements in this section will lead to disciplinary procedures as defined in the Organisation Handbook. The Organisation will apply such measures in a consistent manner.
Copyright Use software legally in accordance with both the letter and spirit of relevant licensing and copyright agreements. Copying software for use outside these agreements is illegal.
Security and Confidentiality
Do not attempt to gain unauthorised access to information or facilities. The Computer Misuse Act 1990 makes it a criminal offence to obtain unauthorised access to any computer, including PCs, or to modify its contents. If you do not have access to information resources you feel you need, contact the administrator.
Do not disclose personal system passwords or other security details to other staff, contractors or external agents. Do not use anyone else’s logon; this compromises Organisation security. If somebody else gets to know your password, such as when your PC needs repair, ensure you change it immediately.
If you leave your PC unattended without logging off, you are responsible for any misuse of it while you are away.
Information about People
If you are recording information about individuals, ensure you have their permission to use that material within the Organisation as outlined in the GDPR legislation.
Electronic Monitoring
E-mails are monitored for content and attachments.
Attempts to access web site addresses are also monitored.
Emails will be archived. In the case of a specific allegation of misconduct, the Organisation senior management can authorise accessing of a user’s e-mail archive to help investigate the allegation.
IT Department
There will be times, in order to fix a problem, when the IT Department cannot avoid accessing a user’s information held on their PC or on a server. In such circumstances, the user will be informed immediately and information will not be disclosed wider than is absolutely necessary.
E-MAIL POLICY
Use of Distribution Lists
Only send e-mail to those it is meant for; do not broadcast unless absolutely necessary.
Wherever possible keep other staff e-mail addresses private. If you have to send an e-mail to both internal and external addresses, put the internal e-mail addresses in the ‘blind copy’ box (Bcc). These addresses will not then be visible to outside recipients.
E-mail Limitations
Our e-mail system places size limitations on the messages you can send and receive. Any message you create over 8Mb will not be sent and if somebody tries to send you a message over 8Mb you will not receive it. In both cases the sender of the message will receive an e-mail informing them of non-delivery.
General Points on E-mail Use
Think and check your messages before they are sent, just as you would a letter or paper memo.
Use your work e-mail address (e.g. [email protected]) for work related e-mails only. If you wish to use e-mail for non-work related communication, use a personal e-mail account at home.
Use of your work e-mail address for contact in cases of emergency is acceptable.
Do not use your work email system to store home emails.
Do not forward e-mails you receive from external sources warning about viruses. These are invariably hoaxes.
INTERNET POLICY
Access to the Internet
Access to the Internet is provided for work related issues. However, the Organisation will allow moderate access of the Internet for personal use. Moderate use is up to 20 minutes in total per day, before or after work or during lunch break.
Restricted Access
Access to sites classified as pornography, racial or religious hatred, gambling, chat rooms, criminal activities or illegal drugs are examples of unacceptable use of Organisation resources. Any misuse will be treated very seriously, following the disciplinary process.
GENERAL IT POLICY
The Organisation provides staff with individual or shared access to IT equipment, depending on their job requirements. The following guidelines relate to Organisation provided IT equipment used in our offices or at home.
Care of Equipment
Each user must treat their equipment with due care and attention. The Organisation cleans office equipment on a regular basis. Non-office equipment must be kept clean using the correct materials.
Any breakages must be reported to the IT Service Desk immediately.
ITW equipment is supplied for the use of ITW employees only. Outside our offices, equipment is provided for your sole use.
Software Use
The Organisation provides each user with a legal copy of the software they require to carry out their work. The user must not delete, uninstall or upgrade that software under any circumstances.
Virus Protection
The Organisation provides virus protection software on all its PCs. The user is responsible for ensuring that the virus protection software is always running when the PC is switched on and that the anti-virus definitions are kept up-to-date.
Own Equipment Use
If you have a PC at home that has not been supplied by the Organisation, you can use that system to access your e-mails using Outlook Web Access. Using this software, e-mail you send are still addressed using your work e-mail address.
Personally owned PCs are not allowed onto the Organisation network, in any of our offices or by VPN connection from home, if your PC is not protected by anti-virus software and that software is not kept up-to-date.
Mobile Telephones
MOBILE TELEPHONES ISSUED BY THE ORGANISATION
Where a mobile phone is provided, it is for business use only and at all times will remain the property of the Organisation. A mobile phone is provided primarily to enable you to do your job – i.e. to keep the Organisation informed at the earliest opportunity of matters, which it needs to know and to be similarly contacted by the Organisation, or to contact customers or clients when you are working away from your base. Therefore, it is your responsibility to ensure that the mobile phone is kept charged and switched on while you are on duty.
If you have been issued with a mobile, you are responsible for the safekeeping and condition of the mobile phone at all times. You will be responsible for any cost of repair or replacement other than fair wear and tear. The Organisation will arrange for any repair or replacement. In the event that the mobile phone is lost/stolen, the Organisation must be notified immediately in order to cancel the number. You agree that upon termination of your employment, should you not return your mobile phone or should your mobile phone be returned in an unsatisfactory condition, the cost of replacement or a proportionate amount of this, as decided by the Organisation, will be deducted from any final monies owing to you, or you will otherwise reimburse the Organisation.
The Organisation recognises that you may have to make personal calls during working hours or outside normal working hours. Where it is deemed that an unreasonable amount of personal calls/text messages have been made using the mobile phone, the Organisation reserves the right to deduct those costs, either through deduction from pay or otherwise as agreed. The Organisation may, after formal investigation, take action against you under the Disciplinary Procedure if such use is excessive.
The Organisation reserves the right to prohibit the use of or limit access to organisation mobile phones by giving statutory or contractual notice, whichever is greater.
NOTE: This section should be read in conjunction with the Organisations Internal Mobile Phone and Usage Policy.
PERSONAL MOBILES
The Organisation recognises that access to Personal mobile telephones is increasingly a way of life. However the use of such phones must not have a detrimental impact on the operation of the business.
The Organisation understands that you may have to make personal calls during working hours and therefore allows you reasonable use of your own personal mobiles. We ask that you keep your calls to a minimum and that your call does not disrupt any other employee working within your area. Where possible, the ring tones should either be turned down or switched to the silent mode.
Where it is deemed that an unreasonable or excessive amount of personal calls have been made during working time, the Organisation may, after formal investigation, take action against you under the Disciplinary Procedure.
ANTI-HARASSMENT
You must be aware that certain operations that may be performed on mobile phones may breach Organisation rules and procedures. You must understand that the sending of text messages or digital images that are or could be deemed offensive is strictly prohibited. The photographing or filming of fellow employees, customers, clients, suppliers, visitors or any member of the public without their consent may breach an individual’s right to privacy and could in certain circumstances constitute harassment.
It is against the principles of this Organisation for any person to be harassed in such way, and will not be tolerated. Any instance that comes to the Organisation's attention will be investigated. Should you be found to have used a mobile phone in such a way you will be subject to action being taken against you under the Disciplinary Procedure, which could include dismissal.
If you feel that you have been a victim of this form of harassment, you should bring this to the attention of management immediately.
DRIVING
You must ensure that you have proper control of any vehicle that you are driving at all times.
It is an offence to use hand-held mobile phones whilst driving. You will be liable for prosecution if you are holding a mobile phone and any other type of hand-held device to send or receive any sort of data, be it voice, text or pictorial image. You are regarded to be driving if you are in charge of a vehicle with its engine running on a public road, even if the vehicle is stationary. It is therefore strictly forbidden for you to use hand-held mobile phones whilst driving.
A mobile phone may only be used through a hands-free device that is activated without a need to hold the phone at any time, in which case the call should be kept to the shortest possible time and only to effect essential communications. When you need to operate the mobile phone or make or deal with a call through the hands-free device for longer than receiving or giving a short communication, before doing so you must stop and park the vehicle where it is safe and lawful to do so and with the engine switched off. Whilst driving, you must not use the text message facility on the mobile phone, or if available through such a phone, an image facility or internet access.
You are personally responsible for the payment of any fine or fixed penalty incurred whilst in charge of the vehicle. Any conviction for driving offences, any driving endorsements and any fines incurred must be reported immediately as this may affect the Organisation’s insurance. The loss of your licence for any reason, may result in your dismissal from the Organisation if driving is an essential part of your role.
You should note carefully that a breach of the Organisation’s rule on the use of a mobile phone whilst driving will render you liable to action under the Disciplinary Procedure, up to and including dismissal dependent upon the circumstances.
