Covers email, IT resources and social media
By Barb Pert Templeton
Members of the Marine City Commission unanimously approved a revamped computer use policy at a March 20 meeting following a brief discussion on some of the content.
Under Section C entitled City IT Resources Security it’s noted that all users shall take all actions necessary to protect the city IT. There were seven items listed and the first one was ‘locking the screen of any computer or device if it will be unattended for 15-minutes or more’.
Commissioner Rita G. Roehrig asked for a slight change to that directive.
She said the 15-minute policy needed to be clarified or reconsidered. She wanted it changed so if the employee is far away from their desk the employee must log out before leaving their terminal.
“Fifteen minutes is a long time and you could steal all the information out of there,” Roehrig said. “If you’re not out of sight of it maybe we can do something but if you’re going off to the supply room or something it’s way too easy to get into somebody’s computer if you don’t log off and change information or download information, so I think 15 minutes is way too long.”
Marine City Commissioner Rita G. Roehrig asks for a change to the computer use policy regarding employees leaving their computer logged in while they are away from their desks.
Commissioner Sean O’Brien asked if any of the city’s computers can be accessed by the public?
City Attorney Robert Davis said, no, they aren’t accessible to the public.
Davis added that Roehrig was actually saying two things, one – was is the employee out of sight of their computer or two – just away from their desk but still within vision of the instrument. He said he could tweak that portion of the policy a bit.
“If you’re going to be out of sight of the instrument at any time even if you’re stepping away but still within vision but you’re going to be away from the desk for 15 minutes then go ahead and log off too,” Davis suggested.
“Yes, if it’s over 15-minutes but if you’re right there and you can see it that’s a way different thing then being in the storage room,” Roehrig replied.
“Yes, line of sight is different, I will make that change,” Davis said.
The attorney then asked for any other comments from the commission adding that it was a pretty much a whole rewrite of an old policy.
“I hope it meets with your approval,” Davis said.
Several commissioners commented about what a good job Davis did and then they all unanimously approved adopting the communication policy.
A few highlights of the new policy
Marine City Attorney Robert Davis introduced a new computer use policy to officials at a March 20 city commission meeting.
The policy makes it clears that users of the city’s IT resources agree to comply with the policy and agree to waive any right of privacy in any communication they create, send or receive using the city IT resources. This policy puts users on notice that the city can and may monitor all uses of the city IT resources.
· The ‘Acceptable Uses’ section states that all city IT Resources shale be used to promote and assist in the delivery of effective and efficient communication and services to the residents and businesses of the city.
· Prohibited Uses includes a list with 16 items and some that were included are: any use that is intimidating or harassing another person, any use to advance a personal business, any use founded in political lobbying or campaigning, any use which uses profane language, any use involving pornographic material, any use that discriminates against a person on the basis of race, creed, color, religion, gender, marital status, national origin, physical disability or sexual orientation.
· Under social media each user has responsibilities when that user voluntarily puts information into the public domain vis social media. The intent of this provision is not to restrict the flow of useful and appropriate information, but to minimize risk to the city.
· Under guidelines for city sponsored social media outlets there are six sections including use guidelines, accuracy, respect, no privacy exists on the Internet, communicating during working hours and identification.
· Prohibited Subjects with respect to users on social media has nine items listened, many similar to those under those things prohibited in the Acceptable Uses section.
· Under content protection item #4 Personal Sponsored social media it states that nothing in the policy prevents or is intended to prevent the right of a user to maintain and use Personal Sponsored social media outlets. All elected officials, all appointed officials, the city manager, all department heads and all employees both full and part time when using their personal social media to comment on the business, the management or the services of the city, must use disclaimers in their personal social media activities that make it clear, when necessary, that the information presented by that user is personal and not the position of the city, officially or otherwise.
· Under enforcement the policy states that any user who violates any portion of this policy may be subject to authorized disciplinary actions, including termination.
· Under Review of the Policy it states that due to changing technology and growing legal procedures the policy shall be reviewed annually.
To see the new 10-page computer use policy for Marine City visit their website at cityofmarinecity.org.
