163.65 TECHNOLOGY POLICY.
The City of Youngstown Information Technology Division [I.T.] has developed this Technology Policy to ensure the integrity and security of its network of computers and mobile internet devices. This Policy applies to all hardware, software and data owned by, leased by, or licensed to the City and may be updated as necessary to address new technology and security risks.
(a) Ownership and Property Rights. All computer resources utilized in the course of City business are considered government owned assets. These assets, whether purchased, leased, or internally developed, are the sole property of the City unless specific agreements are documented to the contrary. Computers are the property of individual departments and may not be moved without the authorization of the Chief Information Officer [CIO].
(b) Security. All computer resources, including but not limited to, equipment/hardware, software, documentation and data are to be authorized by the I.T. Division and are to be used for City business only.
Computer apparatus, modems, switches, software and/or data sets/files are not to be connected to the City's local area network (LAN) systems without I.T.'s prior consent and approval. The privacy and secmity of City files and systems is of utmost importance.
I.T. retains the right to review, audit and/or monitor directories, files and e-mail at any time and notify the Employee's Supervisor and/ or Department Head of any misuse, abuse or policy violation. I.T. reserves the right to edit, remove or destroy any material that is unlawful, illegal, obscene or otherwise objectionable.
(c) Licensing. Only software and hardware that the City has purchased and installed may be utilized on City equipment. Copying software, data or documentation for personal use or for use on non-City machines is prohibited by copyright and trademark laws. Installation of foreign (bootleg) software and/ or hardware is also prohibited.
(d) Solicitation. Employees are not to respond to solicitations regarding computer services. Anyone requiring technical assistance or upgrades should contact I.T.
(e) Internet Misuse and Abuse. Complaints about computer misuse or abuse will be addressed immediately. Any violation of this City policy may be cause for disciplinaty action, up to and including termination.
Department Heads/Designee and the CIO must authorize all Internet accounts and usage. A signed TECHNOLOGY USE FORM must be on file for each PC user and Internet account.
(f) Personal Responsibility. Computer systems, internet access and e-mail are intended for business purposes only. The following activities are barred from all City computing resources:
(1) Streaming media that is unrelated to your job;
(2) E-mails for non-business purposes;
(3) Sending or soliciting sexually oriented, explicit, lewd, or lascivious messages or images;
(4) Any acts that violate any law, including but not limited to, copyright law;
(5) Any activity that may jeopardize the security of confidential information;
(6) The use of technology devices that have not been authorized by the CIO;
(7) Activities relating to a private business, religious organizations or political campaigns, and/or masking your identity in communications;
(8) Downloading any software or materials unless the CIO has authorized such download;
(9) Using another's email or network log-in;
(10) Dissemination of discriminatory, harassing, incendiary, or bullying messages.
(g) Confidentiality. City Employees shall not provide access to confidential information by use of the Internet or electronic mail and shall take appropriate steps to safeguard confidential information. Employees shall take all reasonable means to prevent the inadvertent dissemination of another employee's information. All use of the Internet or electronic mail must be done in compliance with the rules and regulations that apply to such information.
(h) User Accounts. All Internet accounts, social media accounts and email addresses must be registered with I.T.
(i) Deviation. Deviations from this Policy may be authorized by the CIO on a case by case basis should a specific business purpose arise.
(j) Social Media. Employees accessing personal social media sites should be aware that their activity on a City computer may become a public record subject to disclosure. With that in mind, Employees should use their social media accounts professionally and avoid making statements that are inappropriate, unprofessional, or bully fellow employees. Be aware that internet activity may be tracked.
Employees should not use City issued e-mail addresses for registration on, or to post to, social media. City e-mail addresses may be used if the employee is using social media to carry out official business. No unauthorized statements or representations shall be made that the City is endorsing, supporting, or opposing a political position.
Social media shall not be used by Employees for personal, political or other business reasons during work hours.
Social Media may be used by individual departments to promote activities and inform the public. However, a Department wishing to create a social media presence should receive permission and guidance from the CIO prior to publishing any content to the Internet.
(k) Electronic Communications Use. Electronic communications are to be used solely for business purposes on behalf of the City of Youngstown. Use of these systems to solicit the public, other employees, or organizations for any purpose unrelated to City business is strictly prohibited. Having a secure network is a top priority for the City. Employees must not take actions that jeopardize the security and integrity of the City's network.
(l) Scope of Improper Acts. Provided below is a non-exclusive list of technology activities prohibited by the City:
(1) Using any words, images or references that are pornographic and/or obscene. (Ord. 15-20. Passed 2-4-15.)
(2) Creating, accessing, downloading or transmitting messages or images that are lewd, obscene or pornographic and messages or images that are offensive or harassing due to their reference to race, sex, age, sexual orientation, gender identity, marital status, religion, national origin, physical or mental disability or other protected status.
(Ord. 16-438. Passed 12-21-16.)
(3) Using voice-mail, e-mail or the Internet to harass, intimidate, or annoy other persons, including co-workers.
(4) Downloading, copying or transmitting software and/or documents protected by copyrights.
(5) Using encryption devices and software that have not been expressly authorized by the City.
(6) Connecting, disconnecting, moving and/ or rearranging hardware to the network without I.T.'s permission.
(7) Using City owned e-mails for non-professional purposes, such as social media or other personal registrations.
(8) Opening e-mail messages from unknown or unidentified external sources. Employees who receive messages from unrecognized external sources should contact the I.T. Division immediately. Likewise, care should be taken by all employees to safeguard information and avoid sending e-mails to unintended recipients.
Employees should keep in mind that voice-mail and e-mail messages are just as permanent as written communications on paper. Even when a voice-mail or e-mail message has been "erased" or "deleted", it is still possible to retrieve, read, print and forward the message.
(m) Access, Monitoring and Surveillance. By accepting employment with the City, Employees consent to the monitoring, printing, copying and/or deleting of any voice-mail message, e-mail message or other electronic data on City owned equipment.
(n) Discipline for Violations. Complaints about Technology misuse, abuse, and/or violations will be acted upon immediately. Employees who violate this Policy will be subject to discipline, up to, and including, termination.
(o) No Waiver. Any failure by the City to discipline employees for prior violations of this Policy shall not constitute a waiver of its right to impose discipline for subsequent violations.
(Ord. 15-20. Passed 2-4-15.)