(A) General.
(1) Purpose. The purpose of this policy is to protect the quality and integrity of the city's information system and to provide employees with standards of behavior when using the computer system.
(a) The system is vital to performing city functions. The underlying goal is to further enhance the ability of employees to be effective in their job while maintaining system security and reliability.
(b) Achieving this goal is a task shared by all system users. All employees are expected to read and comply with this policy.
(2) Data management and protection.
(a) Management of files. Although large, the storage capacity of the system does have a limit and all users are responsible for deleting outdated files. This includes data files and e-mail messages.
(b) Portable files. To facilitate off-site work, appropriate files may be copied to and from diskettes including word processing, spreadsheets and presentation graphic files. No other files or information may be copied to or from St. Charles computers.
(c) Computer files. All information developed in or introduced to a city computer system is the property of the City of St. Charles. All information developed by a St. Charles employee on computers outside of the city offices, if in conjunction with their employment with the city, is the property of the City of St. Charles.
(d) Virus protection. Users shall not change their system's configuration or take other steps to defeat virus protection devices or systems.
1. System users are responsible for virus protection and may contact the City Administrator for assistance.
2. Users are responsible for scanning all floppy disks prior to their use. This includes all disks brought in from home, newly purchased software, downloaded files or software and disks from other agencies.
3. If a virus is detected, the user shall suspend all use of the system computer and shall immediately contact the City Administrator or backup.
(B) Installation of hardware and software.
(1) Installations. Installing or reconfiguring a workstation may cause unexpected data loss. Therefore, the installation of hardware or software should be limited.
(2) Configuration. City computers are set up to operate in a complex environment. Users may not change their individual workstation's setup files. Users who believe their setup files are incorrectly configured should contact the City Administrator.
(3) Licensed software.
(a) City employees may not duplicate licensed software. Any like duplication may subject employees and/or the city to both civil and criminal penalties under the U.S. Copyright Act.
(b) Personal software may be installed only with the approval of the appropriate department head.
(c) City-owned software may not be loaded on external systems unless the license agreement allows; the software may be used only for city business, and with the approval of the department head.
(d) The City of St. Charles complies with all software copyrights and terms of all software licenses.
(4) Recreational software. Recreational software (i.e. games) are prohibited except when approved by the department head.
(C) Security.
(1) User access controls. Computer users shall identify themselves to the system by signing on with their assigned user name. All users shall maintain passwords, and passwords may only be shared with other persons with a legitimate business reason to know them. Users who are away from their computer for long periods of time (or overnight) should log-off the system to prevent unauthorized use.
(2) Control of security. Users shall not add additional security to their workstations or their files. To facilitate proper emergency shut down procedures the City Administrator must have access to additional security. Users who believe they have security needs beyond current standards should contact the City Administrator. The exception to this rule is a password protected screen saver.
(3) Access to data. The user's ability to view, create or modify information files is based on standard access rights configured by the City Administrator. These can be changed as needed. Contact your department head or City Administrator to request changes to user access rights.
(D) Personal use. The city offers employees the privilege to use computers, software, printers and other devices for personal use. Personal use must be done on the employee's own time, however. Abuse will be cause for discipline. At no time is an employee allowed to use the computer system for profit or illegal use.
(E) E-mail.
(1) While electronic files that store e-mail are the city's property, the city will not access any employees e-mail without consent unless for a legitimate business purpose. Users may not knowingly eavesdrop or view other user's e-mail. However, data stored may be subject to government data practices statutes that make the text accessible to the public. Therefore, sensitive or personal messages should no be sent via e-mail.
(2) E-mail use is limited to that which is business appropriate and employees are expected to exercise good judgment when responding or forwarding e-mail. Inappropriate use of e-mail includes, but is not limited to, forwarding jokes of sexual nature or sexually explicit material or that a reasonable person would find in bad taste.
(3) Electronic communications, including the internet, should be for business purposes. Employees should use the same care when creating electronic communications, as they would use with oral or other written communication.
(4) Existing policies regarding employee behavior apply to all electronic communication.
(F) Internet.
(1) The primary function of the computer system is to assist in service delivery to our residents and customers.
(2) Department heads will determine which employees in their departments should have internet access and should coordinate installation with the City Administrator.
(3) Internet use is limited to that which is business appropriate and employees are expected to exercise good judgment when accessing web sites, chat rooms and the like.
(4) Some examples of inappropriate sites include adult entertainment, sexually explicit material and web sites promoting violence, terrorism or illegal drug use.
(5) An employee who accesses a web site that is not appropriate should notify his or her supervisor. Any user who witnesses another employee accessing an inappropriate site should inform their department head.
(6) Users should be aware that the city, as well as individuals outside the St. Charles organization, has the ability to track the internet sites accessed.
(7) Department heads are responsible for compliance with these guidelines as well as to arrange for appropriate training on the use of the Internet.
(8) The City Administrator will assist with coordination of training when requested.
(9) Any employee who has internet access and allows another employee to use his or her PC must supervise the use of the PC.
(10) If employees are in high traffic areas, or have reason to believe that other employees without supervision will use their PC, they must password protect their PC by choosing a screen saver with a password.
(G) Consequence of violation. Violation of this policy may constitute just cause for discipline up to and including discharge. Additional definitions are attached to the end of this policy.
(Ord. 491, passed 4-22-2003)