[Firm Logo]

 

 

 

 

Technology at [Firm Name]

 

At [Firm Name], we believe technology is a tool that can help us deliver higher quality work to our clients and improve the quality of life at work for our employees.  Therefore, we are committed to providing our employees with the most appropriate and effective technology.  At the same time, we expect our employees to understand and use the technology made available to them and to look for new business uses of our technology that can further improve delivery of our services to our clients.

 

Purpose and Scope

 

In order for technology to function well within our workplace, certain guidelines and rules need to be in place.  The purpose of this document is to identify guidelines for the use of [Firm Name] technologies and communications systems by employees and define what the Firm considers appropriate use and conduct while using [Firm Name] technology.  This policy applies to all [Firm Name] employees whether they are full-time, part-time, or limited term.   [Firm Name] employees are responsible for working within the parameters set by these guidelines and may be subject to disciplinary action, up to and including termination, if they are found in violation of these guidelines.

 

Acceptable Use of Company Property

 

All electronic and telephonic communications using Outlook/Exchange, Local Area Network, voicemail, intranet and Internet servers or any other system owned, licensed or operated by [Firm Name] are considered Firm property.  The information, ideas, concepts and knowledge described, documented or contained in the Firm’s electronic systems are the intellectual property of the Firm.  The copying or use of the Firm’s intellectual property for personal use or benefit during or after employment with the firm is prohibited unless approved in advance by the Managing Director.

 

The use of the Firm’s electronic communication technologies is for professional and business activities of the Firm.  Although incidental and occasional personal use of the Firm’s communication systems is permitted, employees automatically waive any rights to privacy.   The Firm recommends using a free web-based e-mail service such as Hotmail.com or Yahoo Mail for “personal and confidential” e-mail communication that is not work related.

 

All hardware (laptops, computers, monitors, mice, keyboards, printers, security key fobs, telephones, etc.) issued by [Firm Name] is property of the Firm and should be treated as such.  Employees may not physically alter or attempt repairs on any hardware at any time.  Employees must report any such problems or needs to the [Firm Name] Help Desk.

 

The Firm’s computer configurations are well thought out and tested.  Drivers and other system files are built and selected based upon their ability to operate reliably within the Firm’s networked environment.  The Firm’s approved software has been selected and tested with [Firm Name]’s operating environment in mind.   Non-approved software can adversely affect the reliability of a computer and can damage the entire network environment.

 

Each computer issued by the Firm to an employee is pre-configured with appropriately licensed and tested software.  From time to time, additional software may be added or existing software updated by the [Firm Name] Help Desk.  All software issued with a [Firm Name] computer or installed at a later time on a [Firm Name] computer by the [Firm Name] Help Desk (excluding Personal Software as defined below) is licensed solely to [Firm Name] and may not be installed on any other computer outside of the firm.  In some circumstances, a software license may allow installation of [Firm Name] software on an employee’s personal computer for work-at-home situations.  Any employee desiring installation of [Firm Name] software for a work-at-home situation must first contact the [Firm Name] Help Desk to determine the requirements of the software license and obtain approval of their supervisor.

 

Employees should never introduce upgraded versions of [Firm Name] approved software to their personal computer without the approval of the Help Desk.  Many current upgrades or “service packs” to popular programs such as Word or Internet Explorer are not compatible with the Firm’s operating systems and may cause your personal computer to fail.   The Help Desk will release upgrades and service packs for general use once they have been tested and approved for use in our environment.

 

From time to time, employees may, on their own, wish to install “Personal Software” on their computer.  Personal Software includes any software both for business and personal use installed by the employee on their work computer and not approved for general use at [Firm Name].  Examples of Personal Software include Quicken, airline timetables, stock tickers, etc.

 

However, Personal Software presents risks to [Firm Name]’s computing environment.  Untested or unapproved software can cause many problems with a computer’s stability and reliability.  Personal Software installed out of the box or downloaded from the Internet can also introduce damaging viruses.  As a result, the following rules will apply to Personal Software installations by employees:

 

·         The IT Help Desk will not be responsible for troubleshooting Personal Software installations or operations.

·         If it is suspected that Personal Software is interfering with the general business operation of the employee’s computer, the software will be uninstalled and any data related to that software may be lost.

·         Employees may not download and/or install Screen Savers, Screen Mates, Virtual Pets, Dynamic Wallpapers, or any animated desktop features that require the use of Active Desktop.

·         America Online may not be installed or used on a [Firm Name] computer.

·         Software that streams data via the Internet may not be used during normal business hours.

·         The software must be appropriately licensed and the employee must be able to produce evidence of a valid license upon demand.

 

As a general rule, check with the [Firm Name] Help Desk prior to installing any personal software to see if there are any known issues with that software in [Firm Name]’s environment.  In addition, a list of known problem software will be maintained on the Firm’s intranet.

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Please note, software is considered property of the software publisher.  An organization or individual is granted a license to use software only within the confines of the license agreement

provided by the software publisher.  Installation of inappropriately licensed software on a computer is considered theft and may result in civil and criminal penalties.  Employees are solely liable for any such penalties resulting from inappropriately licensed Personal Software residing on the computer issued to them by [Firm Name].  From time to time, the Help Desk will conduct audits, both announced and unannounced, of [Firm Name] personal computers to verify compliance with software license agreements.

 

Password Security

 

The security and protection of login passwords are the sole responsibility of the individual owner of the password.  Passwords must not be shared.  The owner of a password will be responsible for resources accessed or authored on a password-protected system using the password.

 

Confidential Information

 

Users of the Firm’s electronic communication systems must adhere to the policies regarding confidentiality set forth in the Firm’s Employee Handbook and Quality Control Documents.  Employees should take great care when sending or forwarding any confidential information using [Firm Name] communication technology.  Sending this type of information to an incorrect fax number, e-mail address or voicemail box is a very simple error and users should confirm receipt when necessary.

 

Copyrighted Information

 

Use of [Firm Name] electronic communication systems to copy, modify or transmit documents, software, information or other materials protected by copyright, trademark, patent or trade secrecy laws, without obtaining permission (preferably in writing) from the owner of such rights in such materials, is prohibited.

 

Other Prohibited Uses

 

            Other prohibited uses of the Firm’s communication systems include, but are not limited to:

·         Engaging in any communication that is discriminatory, defamatory, pornographic, obscene, racist, sexist or that evidences religious bias; or, that is in violation of Firm Policy or federal, state or local laws

·         Unauthorized use of passwords to gain access to another user’s information or communications on [Firm Name] systems or elsewhere.

·         Using the Firm’s technologies for electronic “snooping,” i.e., to satisfy idle curiosity about the affairs of others, with no business reason for obtaining access to the files or communications of others.  Note:  Employee Supervisors and Firm Administrators may, upon the direction of the Managing Partner, view employee communications or files if the employee is suspected to be in violation of Firm Policy.

·         Browsing and/or downloading and/or forwarding and/or printing pornographic, profane, discriminatory, threatening or otherwise offensive material from any source including but not limited to the Internet.

·         Sending, forwarding, redistributing or replying to “chain letters.”

 

 

 

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·         Knowingly introducing a computer virus into the Firm’s communication system or otherwise knowingly causing damage to the Firm’s systems.

·         Using the Firm’s technologies in a way that interferes with our normal business functions in any way including but not limited to listening to streaming audio from the Internet during business hours, stock tickers, installing unauthorized software, etc.

·         Using the Firm’s communication systems to solicit or conduct business other than the business of the Firm.

·         Excessive personal use of the Firm’s technologies that preempts any business activity or interferes with the Firm’s productivity.

·         Using the Firm’s technologies for any illegal or unethical activity, or any activity which could adversely affect the Firm.

 

Etiquette

 

Users of the Firm’s communication systems should make their electronic and telephone communications courteous, professional and business-like.  Such communications may be subject to disclosure in litigation or other legal procedures.  In other words, do not create an e-mail or voice mail that you would not want presented to you in a public forum.  Also, it is important to keep in mind that “deleting” a message does not mean that it is deleted entirely from the computer or voicemail memory since the sender’s or the receiver’s network may have backup/memory systems in place.

 

Retention

 

People who use, operate or maintain the Firm’s communication systems should retain only those electronic and telephonic communications necessary to conduct business or to comply with regulatory or legal requirements and retain them for the shortest period of time consistent with business, legal or regulatory purposes.  Users of the Firm’s e-mail system are only allotted a certain amount of storage space on the server, called their “mailbox”.  When this allotted mailbox space is filled up, the user’s account is temporarily disabled until the size of the mailbox is brought under acceptable limits.

 

Access and Disclosure

 

[Firm Name] reserves the right to access and disclose the contents of a user’s electronic and telephonic communications when there is a business reason.  Determining when such a business reason exists shall be within the Firm’s discretion.  Business reasons to access and disclose these communications may include, but are not limited to, the need to solve technical problems, the investigation of a theft or other crime, the prevention of unauthorized disclosure of confidential or proprietary information, reasonable suspicion of personal abuse of the Firm’s communication systems, the use of unlicensed software, and the review of communications upon the departure or death of a user.  [Firm Name] may use information regarding the sender, recipient and address of communications for any business reason.

 

Discipline for Violations

 

[Firm Name] requires all employees to adhere to this policy.  Violations of this policy will result in disciplinary action, which could include termination of employment.

 

 

 

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Reporting of Suspected Violation

 

Suspected violations of this policy should be immediately and confidentially reported to your immediate supervisor.  If this doesn’t solve the problem or if for any reason you prefer not to discuss it with your supervisor, contact Human Resources.

 

Through the course of normal system maintenance or troubleshooting, Information Technology personnel may view an employees electronic correspondence, documents and programs, logs of Internet sites visited, and other uses of the employees personal computer.  If violations of this policy are found during the course of such a review, they will be reported to the employee’s supervisor or to Human Resources.

 

[Firm Name] reserves the right to install programs that monitor employee use of the Internet and electronic communication systems and to act on any violations of the Policies Regarding Technology and Electronic Communications found through the use of such programs.

 

Amendments

 

The Firm reserves the right to amend from time to time any of the provisions of this policy.  Amendments will be communicated and a signed acknowledgement from each employee may be required.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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Revised 11/30/00

 

 

 

 

 

 

I am aware that a copy of the [Firm Name] Technology and Electronic Communications policy has been provided to me. I understand that its contents are subject to change at any time, at the sole discretion of management.

 

I understand that these policies are not intended to constitute an express or implied contract with me.