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Electronic Acceptable Use Policy And Agreement - Illinois
| Electronic Acceptable Use Policy And Agreement Form. This is a Illinois form and can be used in General McHenry Local County . |
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CIRCUIT CLERK/COUNTY OF McHENRY ELECTRONIC ACCEPTABLE USE POLICY For the purpose of this policy, the term `employee' applies to all full time, part time, temporary and seasonal staff employed by the Circuit Clerk/County of McHenry. The term `other agents' applies to all Elected Officials, contractors, freelancers, or any other agent with an affiliation with the County of McHenry. This policy applies to all Circuit Clerk/County of McHenry employees and other agents who utilize County of McHenry owned or leased computers, network(s) and/or electronic communication systems. Employment at, or affiliation with the County of McHenry does not automatically guarantee the granting of computer and/or County of McHenry network access privileges. Any and all work performed on County of McHenry computers, network(s), and/or electronic communication systems by any and all employees or other agents is covered by this policy. Work can include (but is not limited to) e-mail correspondence, web browsing, utilizing intranet or internet resources, and any other applications used over the internet. Anytime the word shall or should is used in this policy, it is considered mandatory and not directory language. Purpose - This policy is intended to serve as a guide on the proper use of the Circuit Clerk/County of McHenry electronic communication systems. This policy covers the use of all forms of electronic communications including but not limited to e-mail, voice mail, fax machines, external electronic bulletin boards, the Intranet, and the Internet, and applies to all Circuit Clerk/County of McHenry employees and other agents. Furthermore, this policy will address records management concerns raised by technology; the need to distinguish records from non-records and the continued preservation of needed e-mail records alongside the prompt erasure of those which have outlived their organizational utility via approved records retention and disposition schedules. Every employee and other agents are expected to read, understand and follow the provisions of this policy and will be held responsible for knowing its contents. Use of the Circuit Clerk/County of McHenry computers, network(s), and/or electronic communication systems constitutes acceptance of this policy and its requirements. Use of Electronic Communications The Circuit Clerk/County of McHenry's computers, network(s) and/or electronic communication systems, including e-mail and the Internet, are intended for business use only. Incidental and occasional use of these systems for non-work purposes may be permitted at the discretion of the Circuit Clerk. Before using these systems for business or personal use, employees must understand that any information that is created, sent, received, accessed or stored in these systems will be the property of the Circuit Clerk/County of McHenry and will not be private. If employees or other agents are permitted to use the Circuit Clerk/County of McHenry computers, network or electronic communication systems for non-work purposes, such use shall not violate any section of this policy or interfere with the employee's or other agents work performance. Employees should use the same care and discretion when writing e-mail and other electronic communications as they would for any formal written communication. Any messages or information that is sent by employees or other agents to other individuals via electronic communication systems such as the Internet or e-mail are statements identifiable and attributable to the Circuit Clerk/County of McHenry. Consequently, all electronic communications sent by employees, whether business or personal, must be professional and comply with this policy and the Circuit Clerk Personnel Policies. For classification purposes, e-mail should be viewed as a medium supporting the creation of records and not as a record type. Prohibited Communications - Under no circumstances may employees use the Circuit Clerk/County of McHenry's electronic communication systems for creating, possessing, uploading, downloading, accessing, transmitting or distributing material that is offensive, illegal, sexually explicit, discriminatory, defamatory or interferes with the productivity of coworkers. Employees or other agents may not use these systems for illegal activities; jokes, political causes; football pools or other sorts of gambling; the creation or distribution of chain letters; list servers for non-work purposes; or for solicitations or advertisements for non-work purposes. Employees or other agents may not engage in any use that violates copyright or trademark laws. Employees and other agents are also prohibited from posting information, opinions, or comments to Internet discussion groups (for example: news groups, chat, list servers or electronic bulletin boards) without prior authorization from the Circuit Clerk. Under no circumstances may employees or other agents represent their own views as those of Circuit Clerk/County of McHenry. Revised 12-01-06 1 American LegalNet, Inc. www.FormsWorkflow.com Employees or other agents should not use e-mail or other electronic communications to disclose confidential or sensitive information. Personal information such as the home addresses, phone numbers and social security numbers of County employees should never be disclosed on the Internet. No Presumption of Privacy - Although employees and other agents may use passwords to access some electronic communication systems, these communications should not be considered private. Employees and other agents should always assume that any communications, whether business-related or personal, created, sent, received or stored on the Circuit Clerk/County of McHenry's computers, network(s), or electronic communication systems may be read or heard by someone other than the intended recipient. Employees and other agents should also recognize that e-mail messages deleted from the County of McHenry e-mail system might still be retrieved from the computer's back-up system when requested by authorized personnel. Consequently, messages that were previously deleted may be recreated, printed out, or forwarded to someone else without the employee's knowledge. Employees and other agents should keep in mind that e-mail messages sent as part of their workdays are not "private" but are discoverable communications and may be subject to FOIA. Since messages may be retained at different locations or levels of the system, employees and
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