Section 1 General Administration
Policy 1-5 USE OF E-MAIL/INTERNET
DISTRIBUTION: All Departments/Divisions
SUBJECT: Use of the Internet
PURPOSE: The City of Lawton provides access to the vast information resources
Internet to help employees do their jobs and to be well informed. The facilities that provide
access represent a considerable commitment of resources for telecommunications, networking,
software, storage, etc. This Internet usage policy is designed to help employees understand the
City of Lawtons expectations for the use of those resources in the particular conditions of the
The Internet for the City of Lawton is a business tool, provided to employees at
Internet access is primarily for business-related purposes only, i.e., to communicate with
customers and suppliers, to research relevant topics and obtain useful business information
(except as outlined below). Employees will conduct themselves honestly and appropriately on
the Internet, respecting the copyrights, software licensing rules, property rights, privacy and
prerogatives of others, as would be done in any other business dealings.
All existing City of Lawton policies apply to employee conduct on the Internet, especially
not exclusively) those that deal with intellectual property protection, privacy, misuse of City of
Lawton resources, sexual harassment, information security, data security, and confidentiality.
Unnecessary or unauthorized Internet usage causes network and server congestion.
It slows other
users, takes away from work time, consumes supplies, and ties up printers and other shared
resources. Unlawful Internet usage may also garner negative publicity for the City of Lawton and
expose the City to significant legal liabilities.
The chats, newsgroups and e-mail on the Internet give each individual Internet user
and unprecedented ability to propagate City of Lawton messages and to provide the public with
information. Because of that power, special care must be taken to maintain the clarity,
consistency and integrity of the City of Lawtons government image and posture. Anything any
one employee writes in the course of acting for the City of Lawton on the Internet could be taken
as representing the City of Lawtons government posture. That is why employees are expected to
forego a measure of individual freedom when participating in chats or newsgroups on City of
Lawton time, as outlined below.
While our direct connection to the Internet offers a cornucopia of potential benefits,
it can also
open the door to some significant risks to City of Lawton data and systems if appropriate security
disciplines are not followed. Security is to be everyones first concern. City of Lawton
employees can be held accountable for any breaches of security or confidentiality.
AGE POLICY TEMPLATE
A. City of Lawton - includes
all of our local government offices, affiliates, subsidiaries, and
B. Document - covers just about any
kind of file that can be read on a computer screen as if
it were a printed page, including the so-called HTML files read in an Internet browser, any file
meant to be accessed by a word processing or desk-top publishing program or its viewer, or the
files prepared for the Adobe Acrobat reader and other electronic publishing tools.
C. Graphics - includes photographs,
pictures, animations, movies, or drawings.
D. Display - includes monitors,
flat-panel active or passive matrix displays, monochrome
LCDs, projectors, televisions and virtual-reality tools.
DETAILED INTERNET POLICY PROVISIONS
A. Internet use is for official City
of Lawton business only. Any personal use of the Internet
during normal business hours is strictly forbidden. Employee use of the Internet during non-duty
hours (breaks, lunch, after hours) is acceptable provided that all other provisions of this policy
are followed. Any violation of this policy may be grounds for disciplinary action.
B. The City of Lawton has software
and systems in place that monitor and record all Internet
usage. City of Lawton security systems are capable of recording (for each and every user) each
World Wide Web site visit, each chat, newsgroup or e-mail message, and each file transfer into
and out of City of Lawton internal networks. The City of Lawton reserves the right to examine
and inspect these recordings at any time. No employee should have any expectation of privacy
as to his or her Internet usage. As a condition of initial and continued employment, all
employees automatically consent to the City of Lawtons review and disclosure of Internet access
C. Our managers will review Internet
activity and analyze usage patterns, and they may
choose to publicize this data to assure that City of Lawton Internet resources are devoted to
maintaining the highest levels of productivity.
D. The City of Lawton reserves the
right to inspect any and all files stored in any area of its
network, on any computer owned by the City of Lawton, on any type of storage media used in or
on City of Lawton computers at any time. No employee should have any expectation of privacy
as to his or her computer usage or file storage. As a condition of initial and continued
employment, all employee automatically consent to the City of Lawtons review and disclosure
of any and all files stored on City property.
E. The display of any kind of sexually
explicit image or document on any City of Lawton
system is a violation of our policy on sexual harassment. In addition, sexually explicit material
may not be archived, stored, distributed, edited or recorded using City of Lawton network or
computing resources. The only exception to this is for legitimate law enforcement investigative
activities conducted by law enforcement officials.
F. The City of Lawton uses independently
supplied software and data to identify
inappropriate or sexually explicit Internet sites. We may block access from within our networks
to all such sites. If you find yourself connected incidentally to a site that contains sexually
explicit or offensive material, you must disconnect from that site immediately, regardless of
whether that site had been previously deemed acceptable by any screening or rating program.
G. The City of Lawtons Internet
facilities and computing resources must not be used to
violate the laws and regulations of the United States or any other nation, or the laws and
regulations of any state, city, province or other local jurisdiction in any material way. Use
City of Lawton resource for illegal activity is grounds for immediate dismissal.
H. The City of Lawton reserves the
right to disclose all employee Internet access records to
law enforcement, government officials, or other third parties, without notification to or
permission from the persons creating the Internet access records. The City of Lawton will
cooperate with any legitimate law enforcement investigative activity.
INTERNET USAGE POLICY TEMPLATE
I. Any software or file(s) downloaded
via the Internet into the City of Lawton network or
onto a City of Lawton computer
, become the property of the City of Lawton. Any such files or
software may be used only in ways that are consistent with their licenses or copyrights. No
software or file will be downloaded from the Internet without first contacting the MIS Division
for approval and assistance.
J. No employee may use City of Lawton
facilities to download or distribute pirated software
K. No employee may use the City of
Lawtons Internet facilities to propagate any virus,
worm, Trojan horse, or trap-door program code.
L. No employee may use the City of
Lawtons Internet facilities to disable or overload any
computer system or network, or to circumvent any system intended to protect the privacy or
security of another user. Each employee using the Internet facilities of the City of Lawton shall
identify himself or herself honestly, accurately, and completely (including ones City of Lawton
affiliation and function where requested) when participating in chats or newsgroups, or when
setting up accounts on outside computer systems.
M. Only those employees or officials
who are authorized to speak to the media, to analysts
or at public gatherings on behalf of the City of Lawton may speak/write in the name of the City
of Lawton to any newsgroup or chat room. Other employees may participate in newsgroups or
chats in the course of business when relevant to their duties, but they do so as individuals
speaking only for themselves. Where an individual participant is identified as an employee or
agent of the City of Lawton, the employee must refrain from any political advocacy and must
refrain from the unauthorized endorsement or appearance of endorsement by the City of Lawton
of any commercial product or service not sold or serviced by the City of Lawton, its subsidiaries
or its affiliates. Only those managers and City of Lawton officials who are authorized to speak to
the media, to analysts or in public gatherings on behalf of the City of Lawton may grant such
authority to newsgroups or chat room participants.
N. The City of Lawton retains the
copyright to any material posted to any forum, newsgroup,
chat or World Wide Web page by any employee in the course of his or her duties.
O. Employees are reminded that chats
and newsgroups are public forums where it is
inappropriate to reveal confidential City of Lawton information, customer data, trade secrets, and
any other material covered by existing City of Lawton secrecy policies and procedures.
Employees releasing such confidential information via a newsgroup or chat - whether or not the
release is inadvertent - will be subject to the penalties provided in existing City of Lawton
policies and procedures.
P. Use of City of Lawton Internet
access facilities to commit infractions such as misuse of
City of Lawton assets or resources, sexual harassment, unauthorized public speaking and
misappropriation of intellectual property are also prohibited by general City of Lawton policy
and will be sanctioned under the relevant provisions of the personnel handbook.
INTERNET USAGE POLICY TEMPLATE
Q. In the interest of keeping employees
well informed, use of news briefing services such as
Pointcast is acceptable, within limits that may be set by each departments activities.
R. Messaging services such as AOL
Instant Messenger, ICQ, MSN Messenger, Yahoo
Messenger, and any others not mentioned will not be used for personal use. Business use is
acceptable with the express permission along with installation assistance from the MIS Division.
S. Employees with Internet access must take particular care
to understand the copyright, trade-mark, libel, slander and public speech control laws of all countries
in which the City of Lawton
maintains a business presence, so that our use of the Internet does not inadvertently violate any
laws which might be enforceable against us.
T. Employees with Internet access, upon obtaining approval
from the MIS Division, may
download only software with direct business use, and must arrange to have such software
properly licensed and registered. Downloaded software must be used only under the terms of its
U. Employees with Internet access may not use City of Lawton
Internet facilities to download
entertainment software or games, or to play games against opponents over the Internet.
V. Employees with Internet access may not use City of Lawton
Internet facilities to download
, music, or videos unless there is an express business-related use for the material.
W. Employees with Internet access may not use the City of
Lawton Internet facilities to listen
to on-line radio stations unless there is an express business-related use for this type of material.
X. Employees with Internet access may not upload any software
licensed to the City of Lawton
or data owned or licensed by the City of Lawton without the express authorization of the
manager responsible for the software or data.
Y. User IDs and passwords help maintain individual accountability
for Internet resource usage.
Any Employee who obtains a password or ID for an Internet resource from the City of Lawton
must keep that password confidential. However, these Internet passwords and IDs will be
shared with division and department supervisors upon request.
Z. Employees should schedule communications-intensive operations
such as large file
transfers, video downloads, mass e-mailings and the like for off-peak times. Files larger than
10MB (megabytes) should not be sent via e-mail but should be sent using some other medium -
FTP, Zip disk, CD-R, etc..
AA. Any file that is downloaded must be scanned for viruses
before it is run or accessed.
BB. The City of Lawton has installed an Internet firewall
to assure the safety and security of
the City of Lawtons networks. Any employee who attempts to disable, defeat or circumvent any
City of Lawton security facility will be subject to immediate dismissal.
CC. Files containing sensitive City of Lawton data, as defined
by existing City of Lawton data
security policies, that are transferred in any way across the Internet must be encrypted.
DD. Only those Internet services and functions with documented
business purposes for this
City of Lawton will be enabled at the Internet firewall.
EE. Abuse of Internet access privileges or use in violation
of law or City of Lawton policies
will result in disciplinary action, up to and including termination of employment.
RESCISSION: This policy rescinds Administrative Policy 1-5 dated September 1, 2002
RESPONSIBLE DEPARTMENT: Information Systems
June 23, 2003
(AP 1-5, Amended, 06/23/2003, Prior Text; AP 1-5, Amended, 09/01/2002, Prior Text; AP 1=5, Amended, 11/28/2000, Prior Text; AP 1-5, Added, 08/21/1997)