NORTH LEVEL DISTRICT INTERNAL DRAINAGE BOARD COMPUTER POLICY
COMPUTER USE AND INTERNET POLICY
The use of the Board’s automation systems, including computers, fax machines, and
all forms of Internet/Intranet access, is for the Board’s business and is to be used for
authorized purposes only. Brief and occasional personal use of the electronic mail
system or the Internet is acceptable as long as it is not excessive or inappropriate,
occurs during personal time (lunch or other breaks), and does not result in expense
to the Board.
Use is defined as “excessive” if it interferes with normal job functions,
responsiveness, or the ability to perform daily job activities. The Board’s automation
systems are the Board’s resources and are provided as business communications
tools. Electronic communication should not be used to solicit or sell products, distract
co-workers, or disrupt the workplace.
Use of the Board’s computers, network, and Internet access is a privilege granted by
management and may be revoked at any time for inappropriate conduct including,
but not limited to:
• Sending chain letters;
• Engaging in private or personal business activities;
• Misrepresenting oneself or the NORTH LEVEL DISTRICT IDB;
• Engaging in unlawful or malicious activities;
• Using abusive, profane, threatening, racist, sexist, or otherwise objectionable
language in either public or private messages;
• Sending, receiving, or accessing pornographic materials;
• Becoming involved in partisan politics;
• Causing congestion, disruption, disablement, alteration, or impairment of the
Board’s network or systems;
• Infringing in any way on the copyrights or trademark rights of others;
• Using recreational games;
• Defeating or attempting to defeat security restrictions on the Board’s systems
and applications.
Using the Board’s automation systems to create, view, transmit, or receive racist,
sexist, threatening, or otherwise objectionable or illegal material is strictly prohibited.
“Material” is defined as any visual, textual, or auditory entity and is subject to
disciplinary action.
The Board’s electronic mail system must not be used to violate the laws and
regulations of the United Kingdom in any way. Use of the Board’s resources for
illegal activity can lead to disciplinary action, up to and including dismissal and
criminal prosecution.
Unless specifically granted in this policy, any non-business use of the Board’s
automation systems is expressly forbidden.
If you violate these policies, you could be subject to disciplinary action up to and
including dismissal.
Ownership and Access of Electronic Mail and Computer Files
The Board owns the rights to all data and files in their computers, network, or other
information system used by North Level District Internal Drainage Board. The Board
reserves the right to monitor computer and e-mail usage, both as it occurs and in the
form of account histories and their content. The Board has the right to inspect any
and all files stored in any areas of the network or on any types of computer storage
media in order to assure compliance with this policy and the Data Protection Act
1998 as well as the Freedom of Information Act 2000.
The Board will comply with reasonable requests within the terms of the Data
Protection Act 1998 and the Freedom of Information Act 2000 for logs, diaries,
archives, or files on individual computer and e-mail activities. The Board also
reserves the right to monitor electronic mail messages and their content. Employees
must be aware that the electronic mail messages sent and received using the
Board’s equipment, are not private and are subject to viewing, downloading,
inspection, release, and archiving by Board officials at all times.
No employee may access another employee’s computer, computer files, or electronic mail messages
without prior authorization from either the employee or the Chief Executive
The Board has licensed the use of certain commercial software application programs
for business purposes. Third parties retain the ownership and distribution rights to
such software. No employee may create, use, or distribute copies of such software
that are not in compliance with the license agreements for the software. Violation of
this policy can lead to disciplinary action, up to and including dismissal.
Confidentiality of Electronic Mail
As noted above, electronic mail is subject at all times to monitoring, and the release
of specific information is subject to the terms as stated under the Data Protection Act
1998 as well as the Freedom of Information Act 2000 and Board rules, policies, and
procedures on confidentiality. Existing rules, policies, and procedures governing the
sharing of confidential information also apply to the sharing of information via
commercial software. Since there is the possibility that any message could be shared
with or without your permission or knowledge, the best rule to follow in the use of
electronic mail for non-work-related information is to decide if you would post the
information on the office bulletin board with your signature.
It is a violation of the Board’s policy for any employee, including system
administrators and supervisors, to access electronic mail and computer systems files
to satisfy curiosity about the affairs of others. Employees found to have engaged in
such activities will be subject to disciplinary action.
Message Tone for Electronic Mail
Users are expected to communicate with courtesy and restraint with both internal and
external recipients. Electronic mail should reflect the professionalism of the Board
and its Officers and should not include language that could be construed as profane,
discriminatory, obscene, sexually harassing, threatening, or retaliatory.
It is recommended that using all capital letters, shorthand, idioms, unfamiliar
acronyms, and slang be avoided when using electronic mail. These types of
messages are difficult to read.
Electronic Mail Tampering
Electronic mail messages received should not be altered without the sender’s
permission; nor should electronic mail be altered and forwarded to another user
and/or unauthorized attachments be placed on another’s electronic mail message.
Policy Statement for Internet/Intranet Browser(s)
This policy applies to all uses of the Internet, but does not supersede the Data
Protection Act 1998 or the Freedom of Information Act 2000 or Board policies
regarding confidentiality, information dissemination, or standards of conduct. The use
of the Board’s automation systems is for business purposes only. Brief and
occasional personal use is acceptable as long as it is not excessive or inappropriate,
occurs during personal time (lunch or other breaks), and does not result in expense
to the Board.
Use is defined as “excessive” if it interferes with normal job functions,
responsiveness, or the ability to perform daily job activities. The Chief Executive will
determine the appropriateness of the use and whether such use is excessive.
The Internet is to be used to further the Board’s objectives, to provide effective
service of the highest quality to the Board’s clients and staff, and to support other
direct job-related purposes. The various modes of Internet/Intranet access are the
Board’s resources and are provided as business tools to employees who may use
them for research, professional development, and work-related communications.
Limited personal use of Internet resources is a special exception to the general
prohibition against the personal use of computer equipment and software.
Employees are individually liable for any and all damages incurred as a result of
violating the Board’s security policy, copyright, and licensing agreements.
All Board policies and procedures apply to employees’ conduct on the Internet,
especially, but not exclusively, relating to: intellectual property, confidentiality,
Board’s information dissemination, standards of conduct, misuse of Board’s
resources, anti-harassment, and information and data security.
Violation of these policies and/or rules set by the Data Protection Act 1998 as well
as the Freedom of Information Act 2000 can lead to disciplinary action, up to and
including dismissal and possible criminal prosecution.
Inappropriate Use of the Internet/Intranet
Use of the Board’s computer, network, or Internet resources to access, view,
transmit, archive, or distribute racist, sexist, threatening, or otherwise objectionable
or illegal material is strictly prohibited. “Material” is defined as any visual, textual, or
auditory item, file, page, graphic, or other entity and is subject to disciplinary action.
No employee may use the Board’s Internet/Intranet facilities to deliberately propagate
any virus, worm, Trojan horse, trap-door program code, or other code or file designed
to disrupt, disable, impair, or otherwise harm either the Board’s network or systems
or those of any other individual or entity.
The Board’s Internet/Intranet facilities and computing resources must not be used to
violate the rules of the Data Protection Act 1998 as well as the Freedom of
Information Act 2000. Use of Board’s resources for illegal activity can lead to
disciplinary action, up to and including dismissal and criminal prosecution.
Internet/Intranet Security
The Board owns the rights to all data and files in any information system used in the
Board. Internet use is not confidential and no rights to privacy exist. The Board
reserves the right to monitor Internet/Intranet usage, both as it occurs and in the form
of account histories and their content. The Board has the right to inspect any and all
files stored in private areas of the network or on any types of computer storage
media in order to ensure compliance with this policy, The Data Protection Act 1998
and the Freedom of Information Act 2000. The Board will comply with reasonable
requests from law enforcement and regulatory agencies for logs, diaries, archives, or
files on individual Internet activities.
The Board has taken the necessary actions to assure the safety and security of our
network. Any employee who attempts to disable, defeat, or circumvent the security
measures is subject to disciplinary action, up to and including dismissal.