Internet and Email Policy

Internet and Email Policy

  1. Purpose The employees of The Arc Prince George’s County (The Arc) have obligations to protect and use the information resources entrusted to them for the purpose of conducting The Arc’s business. This policy establishes the parameters for The Arc users regarding the acceptable use of these information resources. The Arc systems are to be used for business purposes in the interest of better serving our organization and individuals. Compliance with this policy assures adherence to regulatory mandates and privacy and protective information statutes.

  2. Scope This policy applies to all employees of The Arc, non-employee workers, vendors, consultants, agents, temporaries, and other workers including all personnel affiliated with third parties that have access to any Arc systems, networks, databases, applications and information in any form.

  3. Policy Systems and equipment are provided for The Arc business purposes. Systems must be protected from unauthorized access, theft, misuse and abuse. Personal use of systems should be limited and access should not be abused.

A. General Use and Ownership While The Arc desires to provide a reasonable level of privacy, users should be aware that the data they create on the corporate systems remains the property of The Arc. Because of the need to protect The Arc's information resources, management cannot guarantee the confidentiality of information stored on any device belonging to The Arc:

B. Unacceptable Use The following activities are, in general, prohibited. Employees may be exempted from these restrictions during the course of their legitimate job responsibilities (e.g., systems administration staff may have a need to disable the network access of a host if that host is disrupting production services). The list below is by no means exhaustive, but attempts to provide a framework for activities which fall into the category of unacceptable use. Under no circumstances is an employee of The Arc authorized to engage in any activity that is illegal under local, state, federal or international law while utilizing The Arc’s resources.

C. E-mail E-mail is a critical communication mechanism. Communication via e-mail is usually less formal than other forms of communication. Despite its informality, e-mail is a business communication system and certain rules of decorum and common sense are required. All Arc business must be conducted using your designated e-mail account with The Arc. The policies set forth below are intended to protect both the sender and recipient of e-mail messages, as well as The Arc, from the risks that can accompany the use of e-mail. This policy applies both to internal e-mail (sent within The Arc) and Internet e-mail (sent outside The Arc).

E-mail: Unacceptable Use

Monitoring of E-mail In order to maintain and ensure system stability as well as compliance with The Arc’s procedures and standards, The Arc will use automated commercial products and processes to monitor e-mail systems. The purpose of this monitoring is to determine patterns of e-mail traffic or content that may reveal the existence of:

D. Internet Usage Access to the Internet from the Arc’s network is provided for business purposes only. Limited non-business use which is not an abuse of Company time and / or resources and which does not violate The Arc's policies may be permitted at the supervisor's discretion. Internet Unacceptable Use The following activities are strictly prohibited, with no exceptions:

E. Software Standard Arc Software All Arc computers are delivered with standard, pre-installed software. Certain software components are critical to the secure operation of computers, including: anti-virus, desktop firewall, and computer management tools. The Arc workers must never attempt to disable, alter or uninstall this software. Downloading / Installing Software The "core load" software originally installed on The Arc's computer is optimally configured for performance, security, and productivity. The Arc supports the core load and strongly discourages the use of any software not explicitly reviewed and approved by IT. If there is a software product that a user wishes to acquire for business reasons, contact the IT department through the helpdesk to make arrangements for product evaluation and possible acquisition. If additional software poses any security risk or conflicts with core load software, the Help Desk may restore the PC to its original state. In such a case, The Arc bears no responsibility for lost data. There are several reasons for these restrictions:

Prohibited Software Although all non-approved software installation is prohibited, the following classes of software may be removed from the PC without prior notice, since they expose The Arc to additional risk.

F. Portable Devices & Laptops Employees may be issued a notebook or portable computing device (including tablets and mobile phones). These devices, along with related equipment and software, are subject to all procedures included in this policy.

G. Use of Non Arc Equipment The Arc may automatically terminate connections of users whose computers or devices do not meet The Arc’s standards.

Removable Media Due to small size and portability, electronic removable media such as USS flash drives (also known as "thumb drives" or "pen drives"), external hard drives, writeable CDs and floppy disks are susceptible to being misplaced or stolen. Explicit permission must be obtained for the use of removable media, permitted only after a proper risk assessment has been performed by the employee’s supervisor. Removable media should be destroyed when no longer required. External hard drives are not permitted in the workplace, unless provided by The Arc’s IT department for business purposes. For technical incidents, please contact the Help Desk. If the incident is a violation of these guidelines, please contact the human resources department.

  1. Enforcement Violators of this policy are subject to disciplinary action up to and including termination, termination of vendor contracts and/or legal action.

    I have read, understood and agree to The Arc’s Internet and Email Policy written above

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