Conditions of access - wasemapolicies.s3-ap-southeast-2 ...
centertop00Policy Number and Name5.8 Acceptable use of Electronic Media Policy V2 Approved by WASEMA Inc Board Members on 17th June 2020 Updated version reviewed March 2021 Approved Date TBC Reviewed by WASEMA INC Board Policies and Procedures Committee March 20215.8 ACCEPTABLE USE OF ELECTRONIC MEDIA POLICYRationale WASEMA Inc recognises that Staff and Volunteers may need access to Electronic Media Systems and Associated Tools in order to successfully fulfil their role. In addition, WASEMA Inc supports the right of Staff and Volunteers to have access to reasonable personal use of Electronic Media Systems, Information Systems and Associated Tools in the workplace.PurposeThis policy sets out guidelines for acceptable use of Electronic Media Systems and Associated Tools by Staff and Volunteers of WASEMA Inc Access to Electronic Media Systems and Associated Tools is provided to WASEMA Inc Staff and volunteers for the primary purpose of assisting them in carrying out the duties of their role. This policy also set appropriate acceptable use parameters for the Information Technology systems, to ensure the continued effective and secure operation of those systems and to protect WASEMA Inc from problems such as error, fraud, defamation, breach of copyright, unlawful discrimination, illegal activity, privacy violations and service interruptions.ScopeThis policy applies to the following, collectively referred to as ‘Staff and Volunteers’.These guidelines apply to:all usersany use of the systems, whether or not during business hours, on WASEMA Inc premises or through the use of privately owned devices or facilitiesEmployeesBoard MembersOfficersContractors (including employees of contractors)VolunteersDefinitions“Electronic Media Systems” or “Information Technology” includes, but is not limited to: EmailInternetIntranetDatabaseCloud Based DataVoicemailInstant messaging and chat facilities, andOnline discussion groupsOnline software tools“Associated Tools” refers to technology required to access the Electronic Media Systems such as: PhonesComputersTablets PolicyStaff and Volunteers may use Electronic Media Systems and Associated Tools provided by WASEMA Inc for:Any work-related purposes;Limited personal use (for details see Procedures, below);More extended personal use under specific circumstances (for details see Procedures, below).Where Staff and Volunteers use Electronic Media Systems and Associated Tools belonging to or paid for by WASEMA Inc whether or on off the premises (including when working remotely), properly authorised employees of WASEMA Inc may access any of those tools or associated data to ensure that the organisation’s policies are being adhered to. Such Electronic Media Systems, Associated Tools and data should not be regarded as private in nature.WASEMA Inc may, at its discretion, monitor: Storage volumes; internet sites visited; downloaded volumes; suspected malicious viruses; instant messaging;emails; computer hard drives; Company Equipment & PropertyAll Electronic Media Systems and Associated Tools such as phones and laptops supplied by WASEMA Inc to the Staff or Volunteer remains the property of WASEMA Inc and must be maintained in good working order, subject to reasonable wear and tear. WASEMA Inc may, at its discretion, provide Staff or Volunteer with Associated Tools to perform their role, and may install programs or software to track the location and use of that tool. Such programs or software must not be removed from the Associated Tool by the Staff or Volunteer without prior written approval from WASEMA IncWASEMA Inc reserves the right to monitor use of its I.T. equipment at all times, including during any remote working arrangement. ProceduresResponsibilitiesIt is the responsibility of the WASEMA Inc Board and Senior managers and coordinators to ensure that:Staff and Volunteers are aware of this policy;any breaches of this policy are dealt with appropriately.It is the responsibility of all Staff or Volunteers to ensure that their use of Electronic Media Systems and Associated Tools conforms to this policy. Staff and Volunteers are expected to be respectful and professional in all communications using WASEMA Inc’s Electronic Media Systems and Associated Tools. Primary PurposeAccess to Electronic Media Systems and Associated Tools is provided by WASEMA Inc for the primary purpose of carrying out the tasks and duties associated with a particular role.Conditions of accessIt is a condition of access to the systems that users must agree to comply with all WASEMA Inc policies relating to the use of computing facilities, including the People, Culture and Integrity Policy and these guidelines.Users:are presumed to be responsible for all activities undertaken using their accountsmust take reasonable steps to keep their account securemust choose a password that cannot easily be guessed or predictedmust not share their password with anyone else or record their password in obvious locationsmust change their password regularly (and immediately if it becomes known by another person)must not permit other persons to use their account (other than through an email proxy arrangement or unless approved in advance by the CEO.must log out or lock their computers whenever they are left unattendedmust protect the security of data held on mobile systems (eg phones, laptops, memory sticks and other storage mediums), including by maintaining reasonable virus control measures where possiblemust not connect unauthorised devices to the network, either via software or hardware that makes this possible (eg attaching a personal computer or external storage device)must make sure that important WASEMA Inc data that is not included in automatic backups is manually backed up on a regular basis and can be recovered to the latest version in the event of data lossmust not use abusive, profane, threatening, racist, sexist, or otherwise objectionable language in any messagemust not access, send, receive, store, or print pornographic, racist, sexist, or otherwise discriminatory, or objectionable materialmust report actual or suspected security breaches to the IT Service Desk as soon as possiblemust not defeat or attempt to defeat security restrictions on systems and applicationsmust not remove or disable antivirus and other similar client security agents without approval from the CEOmust not use or install unauthorized or unlicensed softwareknowingly propagate or disseminate malicious software of any typeUnauthorised and illegal usesUsers must not use the systems to engage in offensive, unlawful or illegal behaviour.Ownership of data and intellectual propertySubject to the WASEMA Inc’ statutes and regulations, WASEMA Inc is the owner of all data:created by staff and volunteers as part of their employment; andcreated, sent or received by users using the systems,and all such data may be accessed as records of evidence, including in an investigation or in response to other actions such as audit, litigation or criminal investigations.The ownership of intellectual property created WASEMA Inc Staff or Volunteers is governed by Governance Framework and Intellectual Property Regulations.Limited Personal UseStaff and Volunteers may engage in limited personal use of Electronic Media Systems and associated tools, whether or not they are provided by WASEMA Inc in connection with work where it:Is infrequent and brief;Does not interfere with the duties of the Staff and Volunteers or his/her colleagues;Does not interfere with the operation of WASEMA IncDoes not compromise the security of WASEMA Inc `or of its systems;Does not compromise the reputation or public image of WASEMA IncDoes not impact on the electronic storage capacity of WASEMA IncDoes not decrease network performance (e.g. large email attachments can decrease system performance and potentially cause system outages);Corresponds to the procedures outlined in the 1.4 Email Retention and Archiving Policy;Incurs no additional expense for WASEMA IncViolates no laws;Does not compromise any of the confidentiality requirements of WASEMA IncDoes not fall under any of the “unacceptable use” clauses outlined below.Unreasonable or excessive personal use is not permitted. For example, the systems must not be used to conduct a personal business or private commercial activity, gamble, objectionable material or carry out excessive and regular research into topics not related to WASEMA Work.Examples of what would be considered reasonable personal use are:Conducting a brief online banking transaction, or paying a bill;Checking social media during lunchtime;Sending a brief personal email or text or making a brief personal phone call.Permitted Extended Personal UseThere may be times when Staff and Volunteers need to use the internet or email for extended personal use. An example of this could be when a Staff and Volunteer needs to use the internet to access a considerable amount of material related to a course they are undertaking. In these situations, it is expected that:The Staff or Volunteer advises and negotiate this use with their manager beforehand in order to obtain the manager’s approval;The time spent on the internet replaces all or part of a Staff or Volunteers break/s for that day, or that they adjust their timesheet accordingly for that day.Access to Electronic DataWASEMA Inc may need to access any and all Electronic Media Systems and Associated Tools. WASEMA Inc may authorise particular Staff or Volunteer to inspect any files or messages recorded on its electronic media at any time for any reason. WASEMA Inc may also recover information that a user has attempted to delete, and Staff or Volunteers should not assume that such data will be treated as confidential.Unacceptable UseStaff or Volunteer may not use Electronic Media Systems and Associated Tools provided by WASEMA Inc to:Create or exchange messages that are offensive, harassing, obscene or threatening;Visit websites containing objectionable (including pornographic) or criminal material;Exchange any confidential or sensitive information held by WASEMA Inc (unless in the authorised course of their duties);Create, store or exchange information in violation of copyright laws (including the uploading or downloading of commercial software, games, music or movies);Undertake internet-enabled gambling or gaming activities;Conduct a business or side-project;Conduct any illegal activities;Conduct any activities that are not in line with WASEMA Inc’s values;Create or exchange advertisements, solicitations, chain letters or other unsolicited or bulk email.Play games.SecurityStaff and Volunteers must ensure that when not in use, Associated Tools are locked and stored securely. For security reasons, tools should not be left unlocked or unattended in public for any reason. Staff and Volunteers must not leave Associated Tools in a locked vehicle unless WASEMA Inc has provided prior written approval for this to occur.Access, monitoring, filtering and blockingUsers:use the systems on the understanding and condition that their use is monitoredacknowledge and consent to the WASEMA Inc’s right to access, monitor, filter and block electronic communications created, sent or received by any user using the systemsSubject to the approval and at the discretion of the CEO or other authorised person and for compliance with applicable legislation, WASEMA Inc reserves the right to (without notice):intercept, access, monitor and use electronic communications created, sent or received by users of the systems in any manner determined by WASEMA Inc (including as records of evidence in an investigation or in response to other actions such as audit, litigation, criminal investigations or freedom of information requests)monitor the use of any device or terminalinspect any data residing on any WASEMA Inc-owned resource (regardless of data ownership and including personal emails and other personal communications and data stored in personal file directories)capture and inspect any data in any computing infrastructure owned by WASEMA Incdelete or modify any data in its networkre-image its desktops and laptops as and when requiredapply filtering systems to the network that limit use and activity by preventing communications based on size or contentFor example, communications may be blocked if they are suspected:to contain unlawful materialto be unsolicited commercial electronic messages within the meaning of the Spam Act 2003 (Cth).establish processes to block access to websites deemed inappropriateFor example, WASEMA Inc may block access to:websites deemed to be a security riskwebsites that may cause a negative impact on the systemswebsites that affect network bandwidth detrimentallywebsites deemed to contain offensive or unlawful materialinternet protocols and methods deemed insecurewebsites that contravene the WASEMA Inc’s policies in any wayremove any material deemed to be offensive, indecent or inappropriate (including obscene material, defamatory, fraudulent or deceptive statements, threatening, intimidating or harassing statements, or material that violates the privacy rights or property of others)check, filter, block and moderate comments and conversations published through WASEMA Inc controlled channels and media and remove content that is in breach of applicable laws, codes and policiesWASEMA Inc also collects utilisation statistics based upon network address, network protocol application use or user-based.Destruction of WASEMA Inc dataUsers who store WASEMA Inc data on a privately owned device or facility are responsible for ensuring that the WASEMA Inc data is rendered illegible and irretrievable at the time of disposal of that device or facility.Breach of this policyAny breach of this policy may result in disciplinary action up to the immediate termination of a Staff and Volunteers engagement or employment. Other disciplinary action that may be taken includes, but is not limited to, issuing a warning, suspension or disconnection of access to internet, email and computer use (whether permanently or on a temporary basis)., and withdrawal of access to and use of Associated Tools. A breach of these guidelines may also be:a breach of third party rights (such as an infringement of intellectual property rights)a criminal offence (such as serious acts of harassment, bullying and occupational violence and vilification)In addition to any disciplinary action by WASEMA Inc, this may lead to civil or criminal proceedings and penalties, which WASEMA Inc may report to relevant law enforcement bodies and for which the user will be held personally accountable.In some exceptional circumstances (for example where access to objectionable material relates directly to a user's Staff or Volunteer role with WASEMA Inc), subject to the approval of and at the discretion of authorised persons, an exemption may be granted for activities that would otherwise breach these guidelines. Exemptions may be required to be approved in advance by the plaintsUsers who receive an internal or external electronic communication that is offensive or inappropriate, should in the case of staff and affiliates, raise it with the CEO (or if the CEO, with the BOARD).Related Documents1.4 Email Retention and Archiving PolicyAgree to the Terms and Conditions of the Policy 5.8 Acceptable use of Electronic Media Policy V2As a Staff member or Volunteer of WASEMA Inc. I?recognize and understand that WASEMA Inc’s communication equipment and services are to be used for conducting organisational business only. I understand that use of the equipment and services for private purposes is strictly prohibited. I agree to all conditions of this policy and not to access a file or retrieve any stored communication other than where authorized, unless there has been prior clearance by management.I am aware that WASEMA Inc?reserves and will exercise the right to review, audit, intercept, access and disclose all matters on the company's communication equipment and services at any time, with or without employee or volunteer notice, and that such access may occur during or after working hours. I understand that the use of a password does not restrict management access. I am aware that violation of this policy may subject me to disciplinary action, up to and including termination.I acknowledge that I have read and understand WASEMA Inc's Electronic Media and Communication?Policy. I acknowledge that I have read and that I understand this notice.Employee Name (print): _______________________________________________________Employee Signature __________________________________________________________Date Signed ___________________________________________________ ................
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