This policy provides rules and guidelines for the proper use
of the Internet, Intranet, Extranet, e-mail, fax machines, and computers.
It applies to employees, contractors, consultants, temporaries, and
other workers using City of Union City Internet or computers, including
all personnel affiliated with third parties. It also applies to all
electronic resources owned or leased by City of Union City. The intent
is to prevent wasteful use of the City's electronic resources,
lost time, and inappropriate behavior. It also covers the actions
required of staff to enable compliance with data protection regulations,
avoidance of computer fraud, security breaches, or software piracy.
This policy is also intended to implement retention policies consistent
with the State of New Jersey Division of Archives and Records Management
guidelines and best practices for managing electronic mail.
Use of the Internet or electronic mail for the following purposes
is strictly prohibited:
A. Executing any form of network monitoring which will intercept data
not intended for the employee's host, unless this activity is
a part of the employee's normal job/duty.
B. Circumventing user authentication or security of any host, network,
or account.
C. Using any program/script/command, or sending messages of any kind,
with the intent to interfere with or disable a user's terminal
session, via any means, locally or via the Internet/Intranet/Extranet.
D. Engaging in activities commonly call "hacking" or "cracking." Examples:
(1) Password
sniffing (includes dictionary and brute force password cracking attacks).
(2) Data
manipulation or vandalizing of web pages.
(3) Eavesdropping
on network traffic.
(4) Scanning
for computer/network vulnerabilities without authorization.
(8) Forged
routing information for malicious purposes.
(9) Intentionally
launching denial-of-service attacks on any computer system.
E. Snooping in other individual's e-mail or using masquerading
techniques. Example: Sending e-mail from a mailbox other than the
employee's own, in order to disguise one's identity.
F. Engaging in anonymous activity to avoid being identified in network
security systems. Internet accounts shall be accessed only by the
authorized owner (or his/her designee) of the account.
G. Interfering with or disrupting network users, services, or equipment.
Examples:
(1) Introduction
of malicious programs into the network or server (viruses, worms,
Trojan horses, e-mail bombs, etc.).
(2) Downloading
images, audio files, and/or video files unless they relate to an explicit
business purpose.
H. Connecting a network hardware device (workstations, printers, scanners,
wireless, etc.) to the network without the approval of IT. IT is responsible
for monitoring, tracking, maintaining, and troubleshooting all network
devices.
I. Allowing a modem/router to be connected to or installed on a network
computer. Modem use must be approved by IT and will be installed only
on computers which have no physical connection to the network. This
is necessary for preventing potential third parties from compromising
network security through a back door.
J. Interrupting or disabling the automatic downloading of antivirus
software, software patches, or other IT-approved administrative software.
K. Disabling the automatic execution of IT-approved software including,
but not limited to, antivirus software.
L. Any other activity that the user knows or should know is inconsistent
with City business and for the security of the City computers.
Use of the Internet or electronic mail for the following purposes
is strictly prohibited:
A. Accessing Internet sites with sexually explicit or hate material.
B. Transmitting threatening, obscene, harassing, discriminatory, or
sexually explicit materials.
C. Accessing gambling sites.
D. Sending or forwarding chain letters. These are e-mails which either
ask you to forward them on to all your friends (or to everyone you
know) or which state that something bad will happen if you do not
forward them. E-mails of this type, which are usually warning about
something (example: computer viruses) are almost certainly hoaxes.
E. Advertising, soliciting, or selling commercial items.
F. Advertising, soliciting, or selling personal items.
G. Conducting personal or commercial business for profit.
H. Engaging in non-City sanctioned fund-raising.
I. Engaging in political activities prohibited by law.
J. Releasing proprietary data or information to unauthorized persons.
K. Auto-forwarding e-mail messages to a commercial e-mail account.
L. Participating in message boards about the City.
M. Sending messages to large groups of people without prior management
approval.
N. Providing information about, or lists of, City employees to parties
outside City of Union City without the Business Administrator's
approval.
O. Using e-mail resulting in inadvertent commitment of the City to a
contract or agreement if it appears to the other party that you have
authority to do so. E-mails sent to external stakeholders must include
the following disclaimer:
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"This transmission is confidential and may be legally privileged.
If you are not the intended recipient, please notify the sender by
return e-mail and delete this message from your system. The City of
Union City reserves the right to monitor e-mail communication. No
contract may be concluded on behalf of the City of Union City by e-mail.
If the content of this e-mail does not relate to the business of the
City of Union City, then we do not endorse it and will accept no liability."
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P. Using personal e-mail accounts for City of Union City business purposes.
Q. Using Instant messaging on City computers unless the use is specifically
approved by the appropriate director of the employee's department.
R. Accessing chat rooms unless specifically approved in advance for
each occasion by the employee's supervisor.