INFORMATION SYSTEMS POLICY
2009 Revision (Employee Handbook)
INFORMATION SYSTEMS POLICY -
COMPUTERS, INTERNET AND NETWORK ACCESS
Information systems and associated equipment will be used for resources in an
They are provided for official business in the same
manner as other City owned equipment, not for casual entertainment use by
The use of the Internet must be consistent with the
employee’s job objectives of the City.
Office computer equipment is for the use of
Non-city employees to include family members, friends, and
the public are not permitted to use City systems without prior permission of the
Employees are not to connect or attempt to connect outside
or personally owned computer equipment to the City of
Abuse of information systems may result in
Abuse of the Internet and computer network includes but is
not limited to the following:
Placing unlawful and/or inappropriate information on a system.
Using profane, vulgar, threatening, defamatory, abusive, discriminatory,
harassing or objectionable or criminal language in a public/private message.
Sending “chain letters” or “broadcast” messages.
Downloading files which are not related to City business.
Installation of unapproved software programs, games, or
unapproved files to City computers.
These must be cleared by the department head and
Using the Internet in a manner that would violate any federal or state law. This
includes, but is not limited to, downloading copyrighted material such as music
content from “peer to peer” or other file sharing programs
Participating in other types of use which would cause congestion of the networks
or interfere with the work of others. This can include, but is not limited to,
downloading files which are not related to City business, and streaming of audio
or video which are not directly related to City assigned functions.
Accessing or transmitting materials that are obscene, sexually explicit, or
Attempting to gain unauthorized access to systems, data, websites, or other
infrastructure including attempts to override or bypass any firewalls or filters
on the computer network.
Attempting to harm, modify or destroy data of another user
or maliciously damage or destroy any data which resides on the City of
Using the City electronic systems for outside or private business endeavors.
Exhibiting any other action using the Internet, computer
network, or computer workstation which would in any way subject the user of the
City of Cullman to any civil or criminal action.
Accessing streaming media such as videos or audio which is
not directly related to the employees job function and approved by the
Department Head and cleared by Information Technology.
Use of City computers for personal online purchases.
Accessing personal e-mail accounts to send or receive messages.
Playing online games, whether or not they require downloading and installation
The use of social networking websites, instant messaging,
or chat websites such as MySpace, Facebook, Live Spaces, Twitter, Classmates,
Tagged, or other similar websites are not permitted unless as part of official
business communication required for City operations.
messages and information stored, created, sent, or retrieved are not to be
considered private or confidential.
Incoming or outgoing data may be archived by the
City of Cullman
or the Internet Service Provider.
E-mails are not typically archived, viewed, or
maintained internally by the City of
Cullman, but the right is reserved by the City.
Any e-mails sent from a City of
provided account shall be business related and not used for personal
City of Cullman strongly condemns the illegal
distribution, sharing or downloading of media files such as music and video.
Any user caught transferring such files through the
Internet, and any whose systems are found to contain such illegal files, shall
immediately be subject to action.
In addition, all users shall be aware that piracy
is a federal offense and is punishable by a fine or imprisonment.
Outside software or data files introduced onto City of
information systems over any type of transfer medium must comply with all
license requirements and should be approved by the Information Technology
Department and the department head.
Files of a personal nature, rather documents,
photos, or otherwise, that are unrelated to business of the City of
or any employee’s job tasks shall not reside on the City of Cullman’s information systems.
These files take excessive space not only on
computer systems but also on system backups.
Software license information is maintained by
Information Technology; and reports of any software changes, additions, or
removals shall be reported to Information Technology.
Department Head permits it in his or her department, an employee may bring in
laptop, PDA, netbook, or related device to work but they are not to attempt to
connect, bridge, interface, or log into any City provided network connections
with those personal devices.
City connections are provided for City owned
equipment which are properly addressed, authorized, and licensed for use on the
business network and its servers. Employees and departments are required to
notify Information Technology of any possible viruses or spyware infections on
City computers whether or not the employee thinks the situation has been
resolved. Any issues or requests related to Information Technology equipment
such as computers, printers, phones, two –way radios, or other related items
shall be routed through Information Technology for evaluation to insure a proper
course of action. All listed policies apply to all information systems (computer
and related) equipment owned by the City of
Cullman, to include any laptops or portable computers
which may be issued out to employees for official use.
INFORMATION SYSTEMS POLICY -
WIRELESS PHONES & DEVICES (CELLULAR)
Each user of a City provided cell phone must be classified as
a) A field worker, who predominantly works outside the
office, or is otherwise frequently mobile as part of his or her regular duties.
b) On-call personnel who need to be contacted outside of
hours for City business.
because an employee may, upon occasion, be working outside the office, does not
justify assigning a cell phone to that employee. Departmental office cell phones
shall be issued to locations and not carried off-duty by a person without
permission of the Department Head and Mayor.
In an office with several clerical employees, the
departmental office cell phone will be shared for that department or division.
That phone will be shared for the users to allow for “on-network” calling
between offices and field-workers. Variations outside of this policy must be
approved by the Mayor and should be requested in writing by the Department Head.
To request a cell phone for an employee, a signed memorandum from the Department
Head should be submitted to the Information Technology Department to assure
proper accountability. Any charges for personal call minutes, text or multimedia
messages, roaming, downloads, or other assessed fees deemed not related to
official business, are to be reimbursed by the user to the City of Cullman as
soon as possible no later than the following paycheck. Employees responsible for
operating vehicles and potentially hazardous equipment shall refrain from using
cellular phones while operating such vehicles. Cell phone “ring tones” and
answering systems must be basic and professional.
Users are not to download or add ringtones, media,
or applications to the City’s cell phones.