Use of Technology Services Policy

Purpose

The purpose of this policy is to ensure that workers understand the way in which information and communication technologies should be appropriately used in the workplace. Email and internet usage is a tool of the job and should be treated as such.

Scope

All persons using the computing and networking facilities shall be responsible for the appropriate use of the facilities provided as specified by this policy.

Voice mail, email, and Internet usage assigned to a worker’s computer or telephone extensions are solely for the purpose of conducting work for The Business. Some job responsibilities at The Business require access to the internet and the use of software. Only people appropriately authorised by the business and for business’ purposes, may use the Internet or access additional software.

Definitions

Information and Communication Technologies refers collectively to computers, printers, facsimiles, telephones (both mobile and landlines), scanners, photocopiers, email, internet, intranet, web services, blogs, twitter, wiki, social networking sites e.g. Facebook pages, portable electronic devices and any other similar resources.

User refers to any staff, contractor and authorised visitors to The Business.

Policy

Appropriate and responsible use of The Business’ computing and networking facilities is defined as:

  • Use that is consistent with job tasks and the objectives of The Business including projects or tasks for which such use was authorised. All uses inconsistent with these objectives are considered to be inappropriate use.
  • The use of the computing and networking facilities is permitted by The Business on the condition that it will not involve the infringement of any patent or the breach of any copyright.
  • Users are required to respect the rights of other users; for example, to refrain from sexual, racial, and other forms of harassment as defined in our bullying, discrimination and sexual harassment policies.
  • Breaches of this policy are treated seriously and can result in further action, including dismissal. Some conduct could result in referral to other relevant authorities.

Objectionable Material

The Business’ computing and networking facilities must not be used for the transmission, obtaining possession, demonstration, advertisement or requesting the transmission of objectionable material knowing it to be objectionable material including:

  • A film classified RC (refused classification), a computer game classified RC (refused classification), or a refused publication;
  • Pornographic material of any kind;
  • An article/picture(s) that promotes crime or violence, or incites or instructs in matters of crime or violence; or
  • An article/picture(s) that describes or depicts, in a manner that is likely to cause offense to a reasonable adult,
  • An article/picture(s) that promotes or would be considered sexual or racial harassment by a reasonable adult.

Access to Software

Software needed in addition to the existing range, must be authorized by your supervisor and downloaded by the IT department. If you need access to software, not currently on the The Business network, talk with your supervisor and consult with the IT department.

Internet Usage

Internet use, on Business time, is authorized to conduct work for The Business only. Internet use brings the possibility of breaches to the security of confidential Business information. Internet use also creates the possibility of contamination to The Business’ system via viruses or spyware. Spyware allows unauthorized people, outside The Business, potential access to The Business passwords and other confidential information.

Access is also permitted for personal purposes provided such use is lawful and reasonable in terms of time and cost to the Business. Personal internet access should be limited to meal breaks, as well as morning and afternoon rest pauses.

Examples of permitted personal use are:

  • Online banking,
  • Travel bookings,
  • Browsing.

Email Usage

Email is to be used for The Business emails only. The Business confidential information must not be shared outside of The Business, without authorization, at any time. You are also not to conduct personal business using The Business computer or email, unless authorised by the appropriate person.

Keep in mind that The Business owns any communication sent via email or that is stored on The Business equipment. Management and other authorized staff have the right to access any material in your email or on your computer at any time. Please do not consider your electronic communication, storage or access to be private if it is created or stored at work using any of the business communication systems and storage networks or software.

Security

You are responsible for maintaining the security of information and communication systems provided to you, including protection of account details, passwords and protection against unauthorized usage by a third party. Allowing others access to the business Information Systems by providing your password and user credentials is strictly prohibited and could breach numerous federal laws including privacy. If you suspect that your credentials have been used by an external party you must report immediately to your supervisor or directly to head office so that appropriate measures can be taken to protect the business Information Systems.

Use of Discs

The Business has important data stored on computers in the workplace. The presence or introduction of a computer virus could seriously jeopardise the integrity of any stored data. Therefore, it is imperative that all discs are scanned for viruses prior to use, particularly those that are from an external source.

Piracy

All software written for, or purchased by, The Business is organisation property and is protected by copyright or protected by a contract that the organisation has signed. No programs or data are to be copied for personal use or given to anyone outside the organisation without written approval of your Manager.

Telephones

To ensure effective communications, maintain a high level of customer service, and project a positive image to our customers, you should always use an appropriate greeting when answering the telephone, speaking in a courteous and professional manner. Confirm information received from the caller and hang up only after the caller has done so.

All calls should be kept to the minimum time necessary to conduct business, in order to reduce costs and prevent the phone lines from becoming unnecessarily tied up.

Use of The Business Mobile Phones

Where The Business provides workers with a mobile telephone, all calls, SMS and PXT messages are to be for business purposes unless otherwise stated in the worker’s contract of employment. This communication must not contain offensive material as outlined above in “Objectionable Material”. Personal calls may be permitted in an emergency.

It is the responsibility of the worker to at all times adhere to the relevant traffic laws. For example, if mobile phones are used when driving a motor vehicle, acceptable hands-free sets must be used. SMS messaging is not permitted whilst driving a motor vehicle under any circumstances.

Calls and SMS messages must comply with the Companies guidelines for acceptable use. Further, SMS communications are to be for business use only, workers found to be using Business mobile phones to send personal SMS messages may be subject to disciplinary action.

Personal Calls

The Business’ telephones are provided for the conduct of its business. Any use of Business telephones for the conduct of any other business for the financial gain of any other party is expressly prohibited.

Workers are expected to exercise discretion in using organisation telephones when making local personal calls. These calls should be kept as short as possible in the interests of minimising disruption to work.

Personal use of telephones for long-distance and time-charged calls is not permitted without the approval of Management, unless there are circumstances, such as an emergency, that would justify use without approval.

If a worker is on a personal telephone call and is required to return attention to work, that call should be terminated as a matter of urgency.

Personal Mobile Telephones

The Business discourages the use of personal mobile telephones during work periods; however, it recognises that from time to time it may be necessary for workers to be contacted through this medium. At all times, workers should keep the use of personal mobile telephones to a minimum.

In the interests of other workers, before the commencement of duties, workers should turn their phones to discreet mode and secure them.

Use of Photocopiers and Facsimile Machines

Use of photocopying and facsimile machines for private business is not permitted without approval from Management.

Use of mail system

The handling of personal mail is not an organisation responsibility. The Business cannot and will not assume any responsibility for the contents of personal mail.
The use of organisation-paid postage for personal correspondence is not permitted.

Misuse

Depending on the nature of the inappropriate use of The Business’ ICT systems, non-compliance with this Policy may constitute:

  1. A breach of employment obligations;
  2. Serious misconduct;
  3. Sexual harassment;
  4. A criminal offence;
  5. A threat to the security of The Business’ ICT systems;
  6. An infringement of the privacy of staff and other persons; or
  7. Exposure to legal liability.

Non-compliance with this Policy will be regarded as a serious matter and appropriate action may be taken.

Where there is a reasonable belief that illegal activity may have occurred, The Business will report the suspected illegal activity to the police.