A. Applicability
For purposes of this document, the term 'computer user' or 'user' is meant to include all full-time and part-time Village employees, elected officials, temporary employees, volunteers, and contractors. All forms of technology resources provided for computer users are property of the Village, unless otherwise specified. Computer users are responsible for the appropriate use of Village technology resources and for taking reasonable precautions to secure the information and equipment entrusted to them. This policy also applies to other technology resources that may or may not create or contain computer records. Examples of these resources include fax machines, telephones, mobile devices, pagers, two-way radios, personal devices, GPS (Global Positioning System) devices, flash drives, cloud storage, data stored in hosted databases, modems, scanners, copy machines, and other communication devices. The policy also applies to new or emerging technologies and those not specifically named. This policy covers all information created, entered, received, stored, or transmitted by such technology resources, including files, programs, emails, text messages, internet logs, and all other data. Users specifically consent to the access and disclosure of such information stored by a third-party electronic communication service or remote computing service.
Employees are responsible for reporting inappropriate use of the Village's technology resources and breaches of computer security and for assisting in resolving such matters. Users are responsible for adhering to Village policies and practices to ensure Village computers are used in accordance with policy. They are also responsible for ensuring that reasonable measures are taken to prevent loss or damage of computer information and equipment.
B. Computer Access
Access to Village computers, as well as the level of access, must be authorized by each computer user's supervisor. Computers and networks can provide access to resources on and off site, as well as the ability to communicate with other users worldwide. Such access is a privilege and requires that individual users act responsibility. Employees must respect the rights of other users, respect the integrity of the systems and related physical resources, and observe all existing and future relevant laws, regulations, and contractual obligations concerning computers and networks. Department Managers need to request access approval from the IT Department before allowing access for any external persons to carry out work, on behalf of the Village. Access may be revoked in whole or in part any time at the discretion of an employee's or external person's Department Manager.
(Ord. 23-1853, passed 5-3-23)