Posts filed under ‘K. Computer Use’

Computer Use

Computer Use

Transition Projects provides electronic systems to enhance productivity. These systems include computers, software, electronic mail (e-mail), copiers, fax machines, telephones, voice mail, surface messengers, communication tools, and various on-line services. All of the systems are operated and managed based upon this policy. Employees are expected to learn about and make use of these tools. The agency provides training on how to use them.

  1. Privacy & Confidentiality
    Computer workstations are provided by Transition Projects for business purposes. As with paper files and documents, all files and documents stored on Transition Projects computers are the property of Transition Projects.

    The use of information systems, Internet access, and other office automation, and documents and/or data created on or as a result of this equipment/access, is not private. The agency, within the bounds of current and future laws, reserves and intends to exercise the right to review, audit, intercept, access and search these business systems at will, monitor data and messages within them at any time for any reason, and disclose selected contents without notice or other restrictions. Use of the Agency equipment, systems, and/or Internet access constitutes acceptance of such monitoring.

    Employees shall not use a code unless authorized to do so. All computer pass codes must be provided to supervisors. No pass code may be used that is unknown to the agency.

    Employees shall not access a file, or retrieve any stored information, unless authorized to do so. Employees should not attempt to gain access to another employee’s messages without the latter’s permission.

    The confidentiality of any message should not be assumed. Even when a message or document is deleted, it is still possible to retrieve and read that message.
    Notwithstanding the agency’s right to retrieve and read any electronic mail messages, such messages should be treated as confidential by other employees and accessed only by the intended recipient. Employees are not authorized to retrieve or read any e-mail messages that are not provided to them.
  2. Personal Use
    The use of any and all Transition Projects property is primarily for the purpose of Transition Projects business. Although limited personal use of computers and Internet access is allowed by Transition Projects, such use is expected to be minimal, on the user’s own time, is not to interfere with the person’s job responsibilities, and is not to expose the system to viruses or overload.

    Employees are prohibited from using Transition Projects systems for any other business or profit-making activities. Any posting to public forums must include a disclaimer that the views are those of the employee and not Transition Projects. These forums should be used with care and not cause any adverse publicity or embarrassment to Transition Projects.
  3. Workstation Maintenance
    All staff are responsible for informing the Data and Technology Specialist or other assigned staff person if their workstation appears to be malfunctioning. A maintenance request form is available.
  4. Internet Access and Electronic Mail
    Employees are prohibited from accessing the Internet for any unethical or criminal purposes, including pornography, violence, gambling, racism, harassment, or any illegal activity. Use of the e-mail network for broadcasting of jokes or other non-business-related communications is not permitted. Employees are forbidden from using profanity or vulgarity when posting electronic mail via the Internet or posting to public forums (newsgroups, blogs, and other media). Any electronic mail sent through sent from our system or postings to public newsgroups, blogs, etc. by Transition Projects employees must fall within these ethical standards.

    Employees should meet the same professional and courteous standards in drafting and transmitting messages over the Internet as they would when writing a memorandum and should assume that their message will be saved and reviewed by someone other than the intended recipient.

    Confidential or sensitive information is best conveyed with a memo or phone call rather than by e-mail. E-mail is a valuable tool, but it is inherently not a secure means of communication. It is easy to enter an improper addressee or to send as “reply to all” when only selected individuals have a need to know. Additionally, no one can control how a received e-mail is subsequently forwarded. Each user must keep these security limitations in mind when composing and sending messages.

    Client Identification: When it is necessary to allude to a client in an e-mail message, Agency practice is to use initials and Service Point number, or last name and bed number only. Under no circumstance should an e-mail contain combinations of information which enable identity theft (name, SSN, and DOB, for example). All statements that could be considered inappropriate or harassing are prohibited.
  5. Downloading Software and Streaming
    Employees are prohibited from downloading software from the Internet without prior approval from the Data and Technology Specialist. Downloading of games from the Internet is prohibited. Downloading of any executable files or programs that change the configuration of your system by anyone other than approved personnel is prohibited.

    The employee should take extreme caution when downloading software or files from the Internet. All files or software should be passed through virus protection programs prior to use. Failure to detect viruses could result in corruption or damage to files and/or unauthorized entry into the Agency’s network.

    Streaming of audio or video signals on any company workstation is not allowed except in limited cases with supervisor approval for training participation or other job-related activities.

    If the employee finds that any damage occurred as a result of downloading software or files, the incident should be reported immediately to the Data and Technology Specialist.



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