PURPOSE: This policy covers the use of all technology resources belonging to the Town of Cary. It includes, but is not limited to pagers, radios, all computer systems of any size and function and their attached peripherals, phones, cellular phones, faxes, voice mail systems, e-mail systems, network resources and Internet resources. All technology resources owned by the Town of Cary are in place to enable the Town to provide its services in a timely and efficient manner. This is the primary function of these resources and any activity or action that is inconsistent or interferes with this purpose is prohibited. Because technology systems are constantly evolving, the Town of Cary requires its employees to use a common sense approach to the rules set forth below, complying not only with the letter, but also the spirit, of this policy.

E-mail: The distribution of messages, documents, files, software, or images by electronic means over a phone line or a network connection. This includes internal e-mail and Internet e-mail.

Internet and the World Wide Web: A worldwide network of computer servers connected by phone lines that allow access to the public through a special language (HyperText Markup Language or HTML) and a special protocol (HyperText Transfer Protocol or HTTP).

Local Drive: Most Town of Cary PC’s have two drives. The first or primary drive is used for the storing of programs or data. The second drive is only used for the backup and archiving of the appropriate data from the primary drive. Employees should create and edit their "original" documents on the primary drive and only a copy should be shared on any network shared drives.

Network: A system by which many computers are connected together. The Town of Cary’s network allows employees access to authorized areas on the different computer systems. This includes access to printers and their department’s shared drives.

Outside Data Source: Any file, program, image (pictures and etc.), or document received on media (diskettes, CD ROM, or tapes), through the Internet (including Internet email), or through file transfer.

PC: Personal Computer.

Shared Drives: These drives are to be used to store information that needs to be shared on a regular basis. Original documents should be created and edited (changed) on the local hard drive and place a copy on the shared drives for others to access. These drives are not to be used to backup data from the local drives.

Information Access and Ownership: All technology resources and all information transmitted by, received from, or stored on Town of Cary systems are the property of the Town of Cary and as such, are subject to inspection by town officials. The Town reserves the right for Town purposes to enter, review and monitor the information on all systems, including voice mail, electronic mail and information stored on computer systems or media, without advance notice. This might include investigating theft, unauthorized disclosure of confidential business or proprietary information, personal abuse of the system or monitoring workflow and productivity.

Anytime information is transmitted through electronic media; there is the possibility that it could be intercepted. Therefore, no confidential Town of Cary information may be transmitted electronically without the prior approval of the Town Manager. If the employee is uncertain about whether it is appropriate to electronically send a particular piece of information or not, he or she should err on the side of caution and obtain approval from his or her supervisor or department director before sending.

Appropriate Use: At all times when an employee is using Town of Cary technology resources, he or she is representing the Town. Use the same good judgment in all resource use that you would use in written correspondence or in determining appropriate conduct. Appropriate use of a particular resource will be discussed as a part of the training for its use.

While in the performance of work-related functions, while on the job, or while using publicly owned or publicly provided technology resources, Town of Cary employees are expected to use them responsibly and professionally. They shall make no intentional use of these resources in an illegal, malicious, inappropriate or obscene manner, nor shall they use these resources to visit sites or conduct activity that is illegal, malicious, inappropriate, or obscene. Each Internet capable workstation will be configured to allow the screening and review of sites visited on the Internet.

Identify Yourself: When sending or forwarding E-mail, either internally or externally, all employees shall identify themselves clearly and accurately. Sending email with a name other than your own name or emailing without a name is expressly forbidden.

Identify the Source: Town of Cary employees have a responsibility to make sure that all public information disseminated via the Internet is accurate. Employees shall provide, in association with such information, its source and the date at which it was current and an electronic mail address allowing the recipient to contact the staff responsible for making the information available in its current form.

Personal Use: Personal use of a Town owned technology resource by Town employees is allowed with the following restrictions.

1. Employees should be aware that personal use of a Town owned technology resource is still subject to all of the rules in this policy including inspection and monitoring.

2. There must be no cost to the Town.

3. Personal use must be done on an employee’s own time. However, personal telephone calls on non-cellular phones or personal use of e-mail on an occasional basis may be permitted providing that they do not interfere with a Town employee’s obligation to carry out Town duties in a timely and effective manner.

4. Personal use must not interfere with other employees performing their jobs or undermine the use of Town resources for official purposes.

5. Use of the Town’s technology resources for operating a personal business or soliciting of any kind is prohibited.

6. Some technology resources such as cellular phones are billed from the first minute of use (both local and long distance) and are not allowed to be used for personal use except in an emergency. In the event of emergency use the employee is expected to reimburse any charges to the Town.

7. Individuals who are not employees of the Town of Cary (including an employee’s family or friends) are not allowed to use the Town’s technology resources for any reason.

8. Personal use of Town resources by an employee neither expresses nor implies sponsorship or endorsement by the Town of Cary.

Security: Each employee is required to follow security steps listed below.

User profile, password, or access code. All employees who use the Town of Cary computer equipment must have a user profile and password or access code. These are not to be shared with any other person at any time. Each employee is responsible for all actions taken while using his/her user profile, password, or access code. Therefore, signing on for another employee with your password is not permitted at any time. Passwords must not be written down and stored, posted anywhere, programmed into a macro or stored on the computer system in an unencrypted form. Department directors or their approved designees are required to request a user profile and password for any new employee prior to that employee’s first day of work.

Training: Training on the proper use of the Town of Cary’s technology resources is provided either by the Technology Services Department or by an employee’s department. In some cases the resource will not be provided for use if the employee has not attended the appropriate training class. For more information contact the Technology Services Trainer.

Don’t revise other employee’s files without permission. Except as provided elsewhere in this policy the examination, modification, copying, or deletion of files and/or data created by other employees without their prior consent is prohibited.

Viruses. All Outside Data Source information must be scanned for viruses before using. This includes information from another Town of Cary employee if you think that it originated outside the Town of Cary network. Data created by Town of Cary employees on Town owned equipment does not need to be virus checked. This is to prevent viruses from infecting the Town’s entire network. Each individual employee is responsible for the prevention of the spread of viruses.

PC Security. Do not leave a PC unattended without first logging off or locking the desktop. All PC’s are required to be logged off and shut down at the end of the work day.

Loading Software: Do not load any software from any source either external or internal without the prior approval of the Technology Services Department. This includes shareware, freeware, personal software, browser "plug-ins" or other Internet-distributed programs. Do not make any copies of Town owned software without the permission of the Technology Services Department since it may violate the software copyright.

Retention of Information: There are rules (North Carolina general statutes and our records retention schedule adopted by the Town Council) governing what kind and how long some kinds of information are required to be kept. This includes electronic information (including emails) as well as paper documents. Employees need to see their department directors or supervisors for instructions as to which information needs to be kept.

Internet Specific Restrictions: The following restrictions apply to all employees using Town of Cary computer equipment unless prior approval is given by the Technology Services Department.

The use of any Internet messaging systems such as AOL Instant Messenger and AIM is not allowed.

The use of Internet or browser based "chat rooms" or "news groups" are not allowed.

A Town of Cary provided email system is the only email software allowed to be used on Town equipment. The use of web browser based email systems such as Hotmail, Yahoo Mail, Netscape Mail, Microsoft Mail and others is not allowed. Currently, Lotus Notes is the only allowed email system without approval from Technology Services.

Do not play audio or video files from the Internet without prior approval from the Technology Services Department. This includes listening to radio stations, music or watching movies through the web browser.

Configuration of a web browser’s home or default page to allow on line continuous flow of information (such as stock quotes, photographs, or sports scores) is not allowed. This uses a significant amount of capacity and affects other employees access time. If you do visit a site where continuous updates are given, exit out as soon as you have checked the information.

Programs that cycle pictures through the screen saver or background are not allowed. Static images are allowed if the image is appropriate. The screen savers or background changers require .exe programs to function and may have viruses attached.

Email is not allowed to be used to advertise, notify or announce any personal item for sale or to give away. Only Town sponsored or authorized items or events may be announced via the Town’s email system. Example: The Town’s Wellness program may announce a Town sponsored golf tournament. On the other hand an employee is not allowed to advertise a set of golf clubs for sale or to announce that they are available for free.

If the Town of Cary determines that an employee has used technology resources in a manner that violates this policy or other Town policies, the Town will take appropriate disciplinary action up to and including dismissal.