AUP

Acceptable Usage Policies for Computer, Digital and Electronic Networks

Enacted March 1st, 2018

1. Introduction

We have created a contract to all employees, contractors and other individuals that would be an “end user” to the family’s organization; that have network connectivity or logins to anything connected to Company servers. We have created policies for users that access such content.

2. Definition of Usage Policies

  • Workstation” means a computer that is sitting on a desktop or is mobile such as a laptop
  • “Mobile” is any “smartphone” or “tablet” device such as an Apple iPhone, iPad, Google Android, etc.
  • “Intranet” means the company Intranet pages, such as ClickfoCo, Clickfi, etc
  • “Internet” means sites that are outside the Company’s network.
  • “Email” means any type of application capable of ending messages in an electronic fashion such as Micosoft’s Outlook, Apple’s Mail or Thunderbird email clients or email server.
  • “IM” defines an Instant Messenger that the Company operates.

 

3. Use of Company Equipment and Resources

The Company equipment (ether hardware, software or other peripherals) that is owned by the Company, is Company property. The Company equipment must be used for purposes that are in the best interest of corporate governance . The property must follow the basic guidelines:

  • Personal uses are prohibited
  • Taking equipment without proper consent is prohibited
  • If neglect or abuse to the equipment, the employee must pay in the original price that the Company bought it in full

4. Internet Usage Policies

The Internet has changed the way how people communicate, work and live. The Internet has grown tremendously since the early days of the network. The Internet is a good use to do business with other government agencies, other agencies, or businesses. The Internet also has taken away hours and hours of productivity of many organizations. The Company has rigid Internet policies in order to have productive workers. The Policies goes on as follows:

  • “Social networking” websites are banned for most Company employees on the Company’s common network
  • Dating, and relationship websites are banned on the Company’s network
  • Wikipedia
  • Offensive, obscene, illegal or indecent material online that contains racial, sexual, pornographic, gambling, alcohol or drugs that is prohibited.
  • Instant Messaging (IM) clients are only used for purposes for Company communications
  • Personal emails are only allowed if authorized by the Company to use for Company communications. The personal Email is in Company’s personnel record and if the user changes their email address, the user must report to the IS Department and supervisor
  • All activities are logged and can be logged up to 30 days not including archived logs if needed using sophisticated, enterprise class firewalls.

5. Confidentiality Policy

Not only is the accounts company property, but the rights of the Company means the information that is received is to be considered not only confidential, but intellectual property protected by copyright. At the same time, emails ending out, or documentation being placed out of company computers is also considered written work that is the property of the company.

Essentially the best practice is to keep Company related information within you and your screen. Do not share thing because you “feel like it”. We are a family, but business comes first. And if business comes first, then compliance is paramount.

6. General User Policy

The End User policies for employees, contractors or other, must adhere to policies for their workstations. The user must follow all of these policies:

  • Wasting Company time and resources
  • Downloading files and applications (programs) without Corporate permission, or downloading any files that isn’t relevant to operations.
  • Mobile devices for the use of the Company must be logged and accounted for with a Mobile Device Manager. No devices that are not MDM managed, will be in violation to misusing resource on non state issued devices.
  • Company issued devices will be limited, no access to “app” stores, and any type of application whether it’s desktop or mobile must go through the IS department and by a use-case procedures.
  • All file shares must be from an administrator with no users having personal shares on their desktop
  • Doing an administrative override (“admin override”) on a basic account without Company permission.
  • “Hacking” into a folder, file, or server that you are not authorized to use, whether it’s a company or someone else’s server.
  • Wasting ink or toner for ill relevant uses
  • Do not disclose your password to This includes IT administrators, co-workers, or outsiders. This includes your workstation, email or intranet logins.
  • Downloading files that would violate Copyright Laws
  • Disclosing a private or sensitive document.
  • Writing a document or email that would be seriously racially, sexually, disability, religiously offensive. This also includes electronic messaging such as email, social media and instant messaging
  • Possession, of offensive files or documents.
  • Attempting or purchasing equipment for personal use.

7. Social Media Policies

The social media policies are listed here for the use of the major Social Networking and Social Media websites, apps and services as per to the existing regulations imposed by those companies, further social media policies continue

  1. Do not post anything critical of any person OR company. If you are unsure, contact your supervisor or your Compliance Manager
  2. Assume you’re a public figure. Any post may be taken out of context and assume that you may not have legal protection of any defamation
  3. Do not post photos or “selfies” without some form of a consent that can be backed up orally or verbally
  4. Use caution when “tagging” (@ with a user name to a person or organization) and geotagging (using a map function to indicate your posting location.)
  5. Avoid using profanity
  6. Avoid posting suggestive images whether its sexually or demeaning to groups of people
  7. If you are offended by any content, you can report it to the app or website
  8. If you are emotionally incapable of consuming content due to political, personal differences do not waste your time
  9. DO NOT USE SOCIAL MEDIA TO STALK KNOWN PEOPLE OR OTHER MEMBERS of family, co workers, love interests, etc. for the gain of personal knowledge. If your co-worker or contractor is not open to talking to you, then please do not use social media as a form to “connect” thru visiting pages over and over.
  10. Do not discuss personal social media content in public or in person. It’s typically not socially appropriate
  11. All “direct” or “private” messages should not be shared publicly and assume confidentiality

8. Right to Access Accounts at any time

The Clickfords have the legal right to inspect documents, file shares and emails as it’s an organization property and not individual property. If you do not want to comply, then please do not use the equipment or resources to do so.

9. Violations and Consequences

Violations would result in the following:

A complaint must be issued to the Compliance Unit initially, following due process, then if there is apparent violation, the following will result

  • First Offense: Verbal or Written Warning and 1 day suspension of company network
  • Second Offense: Verbal or written warning, plus 5 day suspension of using network
  • Third Offense: Termination

10. Questions and Concerns

Questions and concerns can be addressed to the compliance unit by using an email to compliance at clickford dot net

 

 

Policy Crafted: February 21st, 2018

Approved by Board February 22nd, 2018

Enacted: March 1st 2018