TOWN OF MANCHESTER, CONNECTICUT
Information Technology and Equipment Use Policy

SECTION I: GENERAL

The Town of Manchester recognizes the need for computers, electronic communications and Internet access systems and the vital role they play in assisting Town employees in delivering exceptional public services. The Town provides computers, electronic communications and internet access systems as tools and it is expected that these tools will be used in an appropriate manner at all times. The primary purpose of computers, electronic communications and Internet access systems is to assist in the conduct of business with the Town. The Town encourages its employees to use and become proficient in the operation of electronic communications and Internet access, which can improve office efficiencies and the conduct of routine municipal activities. All information and communication on such systems is the property of the Town, and there is no expectation of privacy.

SECTION II: DEFINITIONS

Electronic Communications and Internet Access Systems - shall include but not be limited to computers, electronic mail systems (E-mail), electronic bulletin boards, Internet use, facsimile (fax), telephony, cell phones, pagers, radios, walkie-talkies, personal digital assistances (PDA, Palm, IPAQ), and communications infrastructure.

Examples of Electronic Communications and Internet Access Systems

• Electronic messaging

• Internet research

• Meeting notifications/scheduling

• Relaying phone messages

• Calendaring

• Work assignments

• General announcements

• Business related information services, i.e. newsgroups, mailing lists, etc.

• Internet Protocol Telephony (IPT)

Computer – all computing hardware and operating systems.

Hacking/cracking – the unauthorized attempt or entry into any computer or system.

Internet – a worldwide computer network with which you can send a letter electronically, chat to people electronically, or search for information on almost any topic. A network of computer networks.

Virus – a computer generated message used to debilitate, destroy, or disrupt the proper functioning of a computer or system.

Electronic mail (E-mail) - refers to the electronic transfer of information typically in the form of electronic messages, memoranda, and attached documents from a sending party to one or more receiving parties via an intermediate telecommunications system. Electronic mail is a means of sending messages between computers using a computer network. Electronic mail services, not only consist of the use of town-provided electronic mail systems, but also the act of sending and/or receiving electronic mail across the Internet.

Internet Service Provider – an entity that provides the initial host connection to the Internet.

Confidential or sensitive information – information which is used by Town officials or employees in representing the Town in pending legal matters or negotiations of any type which would put the Town at a disadvantage in the negotiation process should the information be disseminated. Additionally, this includes personnel information, health information, and financial information regarding any employee of the Town.

SECTION III: OPERATIONAL STANDARDS

The use of electronic communications and Internet access is intended for official Town business. Any electronic communications and Internet usage on Town equipment and software is, by law, public information and may be monitored by the Town as stated in the Town's Electronic Monitoring in the Workplace Policy. All users are reminded that electronic communications and internet access is subject to all applicable Federal, State, and local laws, regulations, ordinances or policies. Employees are responsible for observing copyright and licensing agreements that may apply when downloading files, documents and software. It is strongly recommended that all Internet users and Town employees be familiar with the Town's Best Practices Guideline on Technology. This document can be viewed at http://www.townofmanchester.org/BestPracticesGuideline

SECTION IV: MOVING EQUIPMENT

The Chief Information Officer may grant specific exceptions to this policy based upon organizational needs and resources. Most importantly improper connections to certain hardware components can affect the entire network. All equipment shall be moved and assembled by the technology support staff. Any peripheral equipment shall be installed and attached by the technology support staff. This is essential in maintaining network performance and trouble shooting and resolving network problems. Updated inventories are important in planning future technology enhancements including hardware upgrades, changing software applications and implementing new technologies.

SECTION V: SECURITY PRACTICES

End users have a responsibility for security. This includes maintaining the integrity of security profiles by: not releasing passwords to other employees or persons, visually displaying passwords, and not leaving their workstation unattended with "logged in" security access available to other persons. Employees may need to periodically change their security profile to ensure security integrity. The Town reserves the right to bypass individual passwords at any time and to monitor the use of the system by employees. Users must not interfere with other's work or with the performance of the computer, both hardware and software. These actions include but are not limited to: attempting to elicit, access and/or use passwords, creation of additional unauthorized user id's/passwords, entering closed areas of the network, or inappropriately accessing or altering Town records.

The Town of Manchester reserves the right to limit or deny access to certain Electronic Communications services as a security precaution: during electronic viruses/worms outbreaks, a credible threat of attack against the Town's network, or in an ongoing investigation. As a result of such measures, the Town's Information Technology staff does not guarantee availability and quality of service of the third party communication services (IRC, IM, web e-mail, etc.)

All employees, officials, vendors/contractors, and volunteers who are granted access to the Town of Manchester computer/communication systems will be required to digitally sign a Computer Use Agreement indicating that the employee, official, vendor/contractor or volunteer has received a copy of the Town of Manchester's Information Technology and Equipment Use Policy and that they agree to be bound by said policy.

SECTION VI: PROCUREMENT PROCESS

All procurement requests shall be forwarded to the technology support staff for review and approval. This is required to ensure appropriate standardization of products and technology to facilitate support, operational performance and training. With hardware and software components there are issues of network integration, which have to be reviewed.

SECTION VII: SOFTWARE INSTALLATION AND USE

The Chief Information Officer or his designee may grant specific exceptions to this section based upon organizational needs and resources. The installation of any software on any Town computer and/or file servers shall be installed by the technology support staff. This is necessary to ensure appropriate configuration of the software; protection from computer viruses; and possession of appropriate software licenses. The technology support staff will install only licensed copies of application software within the network environment. Employees are personally responsible for violations of software licensing provisions. Reproduction of copyrighted software will not be done without appropriate source license documentation and permission.

SECTION VIII: PERSONAL USE

Personal use of Town equipment and/or communications technology is permitted by employees who are authorized by their Department Head for use in any of the following situations:

• Performs Town related work from home.

• Performs Town related work while engaged in travel away from Town facilities.

It is potentially hazardous to talk on a cellular telephone while operating a motor vehicle.  To minimize the riske of accidents, Town employees should not use personal cellular telephones while operating Town vehicles.  In addition, the use of Town cellular telephones in Town vehicles should be kept to a minimum and conversations kept as brief as possible. 

The Town does not expect employees who use Town equipment and communications technology in any of the above listed situations to carry or use separate personal vs. Town equipment (i.e.: portable computers, cell phones, beepers, Internet communicating P/C's, personal digital assistances (PDA, Palm, IPAQ)) in order to fulfill their work responsibility to the Town.

The use of Town equipment in these circumstances must not be subjected to unusual wear or performance degrading conditions not normally part of the employee's work involving the equipment.

SECTION IX: RULES FOR COMPUTER USE

The following rules are designed for proper use of Town owned computers, electronic communications and Internet access systems. As noted, in the introductory paragraph to this policy, this is Town owned equipment.

1. The electronic communications system hardware is Town property. Additionally, all messages composed, sent or received on the electronic mail system are and remain the property of the Town. They are not private property of any employee. The confidentiality of any message should not be assumed.

2. Town computers, electronic communications and internet access systems shall not be used for transmitting or receiving messages that violate the Town's policies prohibiting sexual harassment or workplace violence. Attempting and/or sending any message anonymously where identification is required is a violation of this policy. Receipt of any messages violating these policies, shall be reported immediately by the recipient to his/her department head who in turn will report this to the Director of Human Resources.

3. In correlation with the Town of Manchester's Policy on Sexual Harassment in the Workplace, any site that displays pornography or nudity shall not be accessed. Attempting to circumvent prohibitions is a violation of this policy. Sites that are offensive or discriminatory based on race, gender, religion, national origin, or any other protected classification of persons shall not be accessed by Town employees unless they are accessed as part of a police investigation, or authorized in advance by the Chief of Police or his/her designee.

4. Any employee who visits a site by accident that is prohibited under this policy shall forward the web site address to his/her supervisor and then to the Information Systems Department so that logging effects from that site can be repaired.

5. Violating any federal, State, or Local Law (including all copyright laws) is prohibited.

6. Vandalizing any hardware, software, computer, electronic communications or internet access is prohibited.

7. The Town system shall not be used for union business, other than by the Human Resources Department and Union officials communicating with the Human Resources Department except where the Town and union officials agree on the said use of the system.

8. Hacking or cracking is strictly prohibited regardless of motivation or damage. Testing the system's security shall be the responsibility of the Town's Information Systems Department and such testing shall only be conducted under the expressed authorization of the Chief Information Officer.

9. Employees should not tell anyone their password. Passwords should not be recorded where they may be found. Employees should not use anyone else's password. Attempting to access and/or use another person's password is strictly prohibited. The creation of additional unauthorized passwords or user id's is prohibited. The exception to this rule would be when a known Information Systems staff member is troubleshooting a problem with an employee on his/her computer.

10. Employees should not write anything about anyone that is inflammatory or defamatory. There should not be an expectation of privacy with respect to the use of the computer. E-mail is not confidential. Your e-mail and files are the property of the Town. If you don't want to read about it in the newspaper tomorrow or in a court of law or have it read by your supervisor, don't write it.

11. The system is reserved solely for the conduct of the business of the Town. It may not be used to solicit or proselytize for commercial activity, religious or political causes and outside organizations interest. Town Systems may not be used for conducting private business activities except at public access network points. The system shall not be used for fundraising activities. Exemption from these rules must be approved by the General Manager or meet the requirements of Section VIII Personal Use.

12. Broadcast of network wide non-business related e-mails are prohibited.

13. Privately owned computer systems, laptop computers or peripherals may only be added to the Town system with prior authorization from the Department Head and the Chief Information Officer or designated areas set up for the purpose of allowing public access.

SECTION X: MONITORING OF COMPUTER/COMMUNICATIONS ACTIVITY

Internet (including all web sites visited), e-mail and use of computers may be monitored for compliance with this policy in accordance with the Connecticut General Statutes Sec. 31-48d, http://www.cga.state.ct.us/2001/pub/Chap557.htm#sec31-48d.htm, and as stated in Public Act No. 98-142, An Act Requiring Notice to Employees of Electronic Monitoring by Employers http://www.cga.state.ct.us/ps98/act/pa/pa-0142.htm and in the Town's Electronic Monitoring in the Workplace Policy. All messages sent over the Town computer, electronic communications and Internet access systems are the property of the Town. The Town reserves the right to: review, audit, intercept, access, and disclose all messages created, received or sent over the electronic mail system for any purpose. The contents of electronic mail properly obtained for legitimate business purposes, may be disclosed within the Town without the permission of the employee.

SECTION XI: RECORDS RETENTION

Retention of e-mail shall be described in GENERAL LETTER 98-1 (Revision of GL 95-1) dated June 1, 1998, or amended, from the State of Connecticut Public Records Administrator; http://www.cslib.org/email.htm.

Introduction
The Office of the Public Records Administrator and State Archives issues this statement under Authority granted it by Sections 11-8, 11-8a, and 7-109 of the Connecticut General Statutes.

Definition
E-mail is a means of sending messages between computers using a computer network or over a modem connected to a telephone line. This information consists primarily of messages, but may also include attachments such as calendars, directories, distribution lists, word-processing documents, spreadsheets, and other electronic documents. E-mail is stored in a digital format rather than on paper and is retrievable at a future date. Due to format, E-mail permits instant communication and transmittal of up-to-date information similar to the telephone. Unlike current telephone features, E-mail creates a record of the information that is being transmitted.

Retention Guidelines
E-mail messages sent and received by public officials fall within three broad categories:

• Transitory messages, including copies posted to several persons and casual routine communications similar to telephone conversations.

• Public Records with a less than Permanent retention period; and

• Public Records with a Permanent or Permanent/Archival retention period.

Retention Guidelines for each of these categories follows:

• Transitory messages - No retention required. Public officials and employees receiving such communications may delete them immediately without obtaining the approval of the Office of the Public Records Administration and State Archives.

• Less than Permanent - Follow retention period for equivalent hard copy records as specified in an approved retention schedule. The record must be in hard copy or electronic format, which can be retrieved and interpreted for the legal retention period. When there is a doubt about the retrievability of an electronic record over the life span of that record, the record should be printed out. Municipalities and state-agency officials may delete or destroy the records only after receiving signed approval from the Office of the Public Records Administrator.

• Permanent or Permanent Archival – Retention may be in the form of a hard copy printout or microfilm which meets microfilm standards issued in GL 96-2. This information must be eye readable without interpretation.

SECTION XII: VIOLATIONS OF POLICIES

Any violation of any of the provisions of this policy can lead to loss of computer services, and/or progressive disciplinary action, up to and including termination. Such action will depend upon the severity of the violations; the frequency of the violations; and the effect such violation has on the network.

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