Process procedures



Regulation and guideline

SNV ICT Acceptable Use Policy

Version- & distribution control

Version control

|Version nr. |Date |Status and changes |Process Owner |Author |

|1.1 |June 2006 |Policy name: SNV Electronic | |Peter van Oosten |

| | |Communications Policy | | |

|1.2 |Nov 2007 |Major adjustments and name | |Peter van Oosten |

| | |change | | |

| | | | | |

| | | | | |

| | | | | |

Distribution control

|Version nr. |Date |Name |

|1.1 |2006 |Aris |

|1.2 |Nov 2007 |José Koster (HR), Sander Hemmen (ICT) |

|1.3 |31-12-2007 |ARIS |

| | | |

| | | |

General

This policy sets forth the policy of SNV with regard to the use of, access to, review and disclosure of various electronic communications, including those sent or received by SNV employees. This policy applies to all individuals using SNV’s computer and network systems, including employees, subcontractors and consultants.

For the purpose of this document, “electronic communications” includes, but is not limited to, the sending, receipt and use of information through the corporate electronic information network, the Internet, voicemail, teleconferencing and all other online information services.

Information Systems are for Business Purposes

Information systems offered by SNV are provided to its users for the primary purpose to efficiently conduct its business. These facilities are not provided for personal purposes.

Responsible personal use is permitted, provided that it is reasonable and:

• It does not interfere with work.

• Does not contravene SNV’s policies and guidelines.

• Usage is kept to a minimum.

• Is not likely to cause the organisation loss.

• Is not for personal gain.

• Is not detrimental to SNV’s image.

Monitoring and Privacy

Electronic communications through SNV’s information systems are the property of SNV to assist it in carrying out business. SNV treats all electronic communications sent, received or stored as business messages, including those for personal use. All users shall have no expectations of privacy with respect to any electronic message. While SNV will not do this routinely, it reserves the right to monitor, access, review, copy, store, or delete any electronic communications, including personal messages, from the system for any purpose and to disclose them to others as deemed appropriate.

Prohibited Activity and Use of Good Judgment

The distribution/access/storage of offensive and/or non-business material is not an acceptable use of SNV’s assets. Misuse of SNV’s communication systems is regarded as misconduct, which may result in disciplinary action being taken against the offending individual and may even lead to dismissal. To distribute or obtain offensive, abusive, obscene, racist, sexist, or otherwise unlawful material falls into this category of misuse, as do multimedia and games.

Any of the following examples of email and Internet usage are strictly prohibited and are subject to SNV’s disciplinary procedures:

• Visit Internet sites focused on adult content, nudity, sex, hacking, illegal/questionable content, racism and hate, tasteless content and violence unless directly related to work;

• Download music or video files, pictures, games, etc.;

• Use Internet radio or other streaming media (this is because of the impact on bandwidth usage)

• Forgery (or attempted forgery) of email messages;

• Attempts to read, delete, copy, or modify the email of another user. Consequently, users may not share their account name or password with another person. Account owners are ultimately responsible for all activity performed under their account.

The only exceptions are secretarial functions that have responsibilities for their managers’ email, or where the manager has given permission for a member of his/her team to use another team member’s account.

• Attempts at sending harassing, obscene and/or other threatening email to another user;

• Attempts at sending unsolicited junk email, ‘for-profit’ messages or chain letters;

This list is by way of illustration and is by no means exhaustive.

Intellectual Property and Licensing

The ease of copying through various electronic systems poses a serious risk of intellectual property infringement. Each user must be aware and respect the rights of others.

Users shall comply with all software licenses and copyrights, and with all national and international laws governing intellectual property and online activities. Users shall not be permitted to make any unauthorized copies of software that is resident on any of SNV’s technology.

Users may not install software that originally came from a home computer or elsewhere unless demonstrated from a written license that such use is permitted.

Do not remove intellectual property notices of others.

Virus Protection

Software and other files may not be loaded on SNV’s computers unless a virus check is performed using an approved virus-scanning program. It is a violation of this policy to disable any virus-checking facilities installed on any system or network.

Disciplinary Action

Management reserves the right to revoke any user’s access privileges at any time for violations of this policy and conduct that disrupts the normal operation of SNV’s information systems. Any conduct that adversely affects the ability of others to use SNV’s systems and networks or which can harm or offend others, will not be permitted. Violations to this policy can result in termination.

Authority may be exercised without notice, and management disclaims responsibility for loss or damage to data and software as a result.

Acknowledgement

The acknowledgement Form must be undersigned by all individuals using SNV’s computer and network systems, including employees, subcontractors and consultants.

This form can be downloaded from Aris, see the section Document and Forms Finance.

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