Loading...
HomeMy WebLinkAbout206.006 - Computer Usage Section 206.006 Page 1 of 5 STANDARD OPERATING PROCEDURES MANUAL FIRE STATION MANGAEMENT 206.006 COMPUTER USAGE EFFECTIVE: OCTOBER 2007 Current Revision Date: 7/22/21 Next Revision Date: 2/21/24 Author’s Name/Rank: Kerri L. Donis, Fire Chief Review Level: 1 Administrative Support: Annette M. Grieser, Executive Assistant PURPOSE The purpose of this policy is to establish a guideline for the appropriate use of the Fresno Fire Department’s (FFD or Department) computer network and storage system. The goal is to ensure effective and efficient use of the Department’s network storage space. APPLICATION The Department encourages members to use the station computers for departmental work, as well as individual training needs, outside career development courses, and other special projects related to the Department. OPERATIONAL POLICY The City of Fresno (City) permits access to and use of electronic communication systems to input or retrieve job-related information as needed to meet job-related requirements. The following activities are prohibited while using City electronic resources: 1. Creating, accessing, inputting, copying, transmitting, or forwarding information in any form, which contains obscene, indecent, lewd, abusive, or threatening material or which constitutes illegal activity. 2. Creating, accessing, inputting, copying, transmitting, or forwarding information in any form, which is offensive, intimidating, harassing, disparaging, hostile, or profane on the basis of race, color, gender, religion, national origin, disability, age, veteran status, or any other legally protected status. 3. Engaging in any activity that would compromise the security of any City information system. Section 206.006 Page 2 of 5 4. Unauthorized copying, reproducing, or disseminating copyrighted or licensed materials (including printed material or software). 5. Communicating any information concerning any password identifying code, personal identification number, or other confidential information without permission of the Fire Chief, City Manager, or the City’s Chief Information Officer. 6. Creating, modifying, executing, or re-transmitting any computer program or instruction intended to gain unauthorized use of another computer system or software. 7. Creating, modifying, executing, or re-transmitting any computer program or instruction intended to obscure the true identity of the sender of electronic messages and/or alteration of system and/or user data used to identify the sender. 8. Accessing or intentionally destroying software in a City electronic communication system without the specific instruction and permission of a system administrator (the individual responsible for the access to and security of a system and its data). 9. Violating any law or participating in the commission of furtherance of any crime or other unlawful or improper purpose using City electronic communication system. This includes copyright infringement. 10. Using the City’s electronic communication system in a manner inconsistent with the City’s contractual obligations to system providers or with other City policy. 11. Engaging in commercial activities and/or secondary employment activities using City electronic communication systems including but not limited to, offering service or merchandise for sale or personal gain. 12. Disclosing confidential or proprietary information. 13. Loading or installing new software without prior approval by the Fire Chief. 14. Using “Fire-All” or to other email groups to communicate false or inaccurate information, and/or make inflammatory or misleading statements. Incidental or occasional use of City electronic communication systems during non- working hours is permitted. Incidental or occasional use will be defined as less than three hours during a 24-hour shift for 56-hour employees. This privilege may be withdrawn at any time by request of the Fire Chief, City Manager, or Chief Information Officer. Section 206.006 Page 3 of 5 Company officers will be responsible for monitoring computer usage to ensure compliance by all members under their command. The City expects employees to conduct themselves professionally while using City resources, and employees must refrain from using City resources for activities that are disruptive to the workplace or that may cause bias or divisiveness, or are in violation of the public trust. OPERATIONAL GUIDELINE The use of the internet may be monitored and recorded. The City’s electronic communication systems do not offer privacy protections. An authorized user does not have a privacy right in any matter created, received, or sent via electronic communication systems. The City reserves the right, without advance notice at any time, to monitor, access, or disclose any message created, received, or sent using the City’s electronic communication system. The Chief Information Officer or his/her designee may access any user’s electronic communication systems and files, if such monitoring reveals possible evidence of criminal activity or misconduct. Information Services Department (ISD) personnel may provide such evidence to the Department and law enforcement officials. ELECTRONIC DATA STORAGE The Department has given each member space on the Department server for sufficient storage and access to information. While logged into the network, the member has what is called a virtual drive, which may only be accessed by the member. This is known as the J: drive. Although the network storage space has been increased, it is not without a size limit. There are some simple guidelines that should be followed when storing information on the network to ensure adequate storage space for future use including: 1. Do not download or store programs on the network. Programs usually require large storage space. Programs loaded onto station computers may conflict with the Department programs, which are necessary for daily operation. 2. Music files, such as MP3 and WAV files, typically take up large amounts of storage space. Members will not store music on the network. The CD drive may be used to listen to recorded music. Section 206.006 Page 4 of 5 3. Pictures and movie files, such as MPEG, JPG, and Bitmap files, are typically large files. Non-work related picture and movie files will not be stored on the network. 4. Storage of Department documents, class assignments, lesson plans, and other data-type files are acceptable. Files of this type may be stored on the user’s network J: drive. Saving documents to the local drive (C: drive) may result in lost files. OUTLOOK E-MAIL The Department encourages the use of the station computers for electronic correspondence to Department members and other City departments. Like other City- related electronic information resources, Outlook is owned by the City and may be monitored. In an effort to ensure these resources are not abused, the Department developed the following guidelines: 1. All members will not forward any e-mail containing illicit, vulgar, or otherwise socially unacceptable material. If such material is received from an outside source, it will be the responsibility of the member receiving the e-mail to delete it and not forward it. 2. Addressing broadcast messages sent to large numbers of people should be done so by creating Distribution Lists. Distribution Lists may be saved and shared for ease of addressing. However, updates of the lists are limited to the individual user. 3. If any member is offended by material or content received via e-mail, he/she should reply to the e-mail and ask to be removed from a particular Distribution List. This is not meant to be used because an individual does not want to receive e-mail, but only if the material received is offensive. The Department has no control over other departments and/or how they regulate their e-mail users; therefore, asking to be removed from the lists may be ineffective. 4. All members must check and address emails in their personal mailbox each shift. 5. All station officers will be responsible for ensuring the station SharePoint account is checked each day, prior to 0900 hours, for Team Discussions and Calendar events. 6. All station scheduled events (i.e., station training, station tours, public education events, inspections, etc.) will be scheduled on the station calendar found in SharePoint. Section 206.006 Page 5 of 5 7. Members are not restricted to sending Departmental or City information only and are encouraged to use e-mail for daily correspondence. INTERNET USE The Department allows and encourages the use of the internet to support and accomplish the mission of the Department. Use of the internet requires responsible judgment, discretion, and compliance with applicable laws and regulations. Users must be aware of security and other privacy concerns. Users must also be aware of the following directives concerning internet usage: Internet services provided by the City, like other government equipment and resources, are to be used only for authorized purposes. The City recognizes it is in the interest of government that members become proficient and maintain proficiency while using the internet. To this end, the restrictions outlined in this policy regarding internet use during official working hours and non-working hours should be followed by employees. Official working hours will be defined as 0800 to 1200 and 1300 to 1700 hours, Monday through Friday. PROCESS This section intentionally left blank. INFORMATION This section intentionally left blank. DEFINITIONS This section intentionally left blank. CROSS-REFERENCES No cross-references recognized.