The use of ICT must not cause damage or disruption to HEE's systems or business

6.6.1. Connection to HEE ICT and systems can be made from desktop (PC; or laptop) at HEE sites or remotely via DH approved solutions. Mobile devices are also a component of the HEE’s ICT provision.

6.6.2. Use of external web storage or file sharing systems such as GoogleDocs, DropBox, MobileMe, SkyDrive, Box.net etc. is not permitted. HEE have access to SharePoint which can be granted if you need to be able to share documents with colleagues across sites.

6.6.3. An efficient and robust ICT network is vital if HEE is to deliver its business objectives. Preventing network damage, disruption, or overload is

everyone’s responsibility. Carry out regular housekeeping to help to minimise the risk of overload to the system. In addition:

6.6.3.1. Be conscious of security risks if using personal wireless equipment such as iPads, for HEE business;

6.6.3.2. Unauthorized connection or modification to equipment on the network is not permitted;

6.6.3.3. You should exit from the Internet when you have finished. Leaving it minimised on your desktop may have a detrimental impact on the service provided to others and the responsiveness of your own ICT services and facilities.

6.6.3.4. Use your phone and mobile devices with the same consideration as other HEE ICT equipment.

6.6.4. HEE uses the social web to promote and communicate key messages and engage with the public. The social web can be described as popular

interactive applications which allow users to create a personal profile and build and maintain links with other users. The term covers personal social networking sites such as Facebook, enterprise social networking sites such as Yammer and Huddle, discussion groups, chat forums, collaboration forums, wikis, blogging and microblogging sites such as Twitter, and media sharing sites such as YouTube and Flickr. You should be aware that all such sites are public and entirely outside HEE’s control. There can be no expectation of privacy when posting content. Web content can create a permanent archive and it is unlikely that you will be able to eradicate completely any posting which you might later regret.

6.6.5. Unless otherwise authorised to do so, your social web presence should clearly state that your personal views are being expressed not those of HEE. 7. Personal Use of HEE ICT

7.1. Reasonable levels of personal use of HEE’s ICT is permitted at the absolute discretion of HEE. With busy working lives we do accept that some limited personal use of ICT at work is necessary. This guidance is designed to help you

to understand what is and isn’t allowed although you should be aware that the department can decide to deny or amend access permissions at any time. You must note that all guidance about the acceptable use of ICT generally in this policy applies to any personal use of HEE ICT.

7.2. HEE may limit or deny access to internet services for personal use, such as internet banking, personal webmail and social networking to maintain business use of the Internet or for any other reason at its absolute discretion.

7.3. Personal use specifically must not:

7.3.1. Be excessive or interfere with official duties;

7.3.2. Add significantly to the running costs of HEE (see para 6.7)

7.4. The following points underpin these two principles:

7.4.1. Personal use is not a right and must be exercised with discretion;

7.4.2. HEE does not accept any liability for loss, damage or claims arising out of personal use of ICT facilities. This includes any charges or loss incurred in relation to personal purchases or financial transactions using ICT facilities, such as circumstances where, due to a computer or system problem, any transaction is not completed, or where a transaction does not successfully pass out through the Department's network. The responsibility for ensuring that personal transactions made using ICT facilities have been completed rests with the individual;

7.4.3. HEE retains the right to prohibit your personal use of ICT facilities without warning or consultation and may block access to particular websites; 7.4.4. Failure to comply with this guidance or any other internal HEE policies

could result in disciplinary action and/or legal action against you and/or HEE; 7.4.5. HEE does not provide a secure transaction system for any information

passed, or purchase made, for personal use;

7.4.6. If you create, send, or import personal information onto HEE ICT, this is entirely at your own risk;

7.4.7. HEE accepts no liability for any loss or detriment suffered by you through personal use of HEE’s ICT.

7.5. Line managers are responsible for ensuring that their staff do not abuse personal use of HEE’s ICT, however you remain personally accountable for adhering to this policy.

7.6. The following activities are not permitted: 7.6.1. On-line gambling;

7.6.2. Operating a personal or freelance business;

7.6.3. Participating in chain schemes (such as pyramid selling); 7.6.4. Undertaking any form of share dealing;

7.6.5. Selling of any items in any form, including internet auction sites such as EBay;

7.6.7. Sending or forwarding of controversial jokes, images or text; 7.6.8. Circulating chain or hoax letters, or any other kind of unsolicited or

inappropriate emails, to outside organisations or individuals or other Departmental staff;

7.7. Downloading, circulating or storing of non-business related video clips, animated graphics, audio or music clips e.g. MP3 on Departmental ICT facilities. If you receive material of this nature, you should not pass it on but delete it. If the sender is a personal friend or colleague, you should notify them that you do not wish to receive such mail in future;

7.7.1. Streaming internet radio as this significantly affects bandwidth; 7.7.2. Accessing sites that support playing or downloading video games,

computer games or electronic games;

7.7.3. Circulating non-business related material to large numbers of people; 7.7.4. Using corporate credit cards online to pay for any personal items; 7.7.5. Printing of large quantities of personal material;

7.7.6. Downloading of software to desktop and laptop PCs. This includes any on- line shopping transactions requiring you to download software or a program before proceeding. This is to protect the Department's system from potential viruses and disruption to individual PCs and the network

7.8. The following activities are permitted, but must be kept to a minimum:

7.8.1. On-line shopping. Occasional on-line shopping is permitted. However, it is your responsibility to satisfy yourself that the vendor is reputable and has adequate security measures in place to protect your personal information, for example, credit card details. You are advised to familiarise yourself with their security measures before proceeding;

7.8.2. Online banking. On-line banking is permitted, but you are advised to familiarise yourself with your bank’s security measures before proceeding; 7.8.3. Online email (webmail) such as Hotmail or Google Mail. Occasional

personal use is permitted, however you must not use it to conduct HEE business;

7.8.4. Use of the social web (such as Facebook, Twitter etc.) is permitted for occasional use and should normally be accessed outside of core hours on a limited basis.

7.8.5. You may make occasional personal use of HEE software packages for example, to prepare and print simple 1-2 page documents;

7.8.6. Unless it is in the context of your work, you should keep any access to the Internet to check the latest position on regular or one-off events to a

minimum. This includes sporting tournaments for example. It is important to remember that at any one time, you may not be the only person accessing a particular site;

7.8.7. Personal material should not be stored for longer than one month on HEE ICT facilities.

7.9. If sending personal emails from HEE addresses, the following points should be noted:

7.9.1. If you use your HEE account to send personal emails it will be identified as coming from a HEE address and anything you write could be interpreted as representing the views of the HEE (see Principle 2 above);

7.9.2. Particular care should be taken to ensure that you do not send anything that could involve the HEE in controversy or criticism or risk placing it in a position of liability that could result in legal action;

7.9.3. If you receive emails containing such information, you should delete them immediately. If the sender is a personal friend or colleague please explain the position to them so they do not send you more like this in the future. You should avoid responding to mail from unknown sources.

7.10. Personal use must be kept to a minimum. Unauthorised or excessive personal use during paid working hours amounts to misuse of official time and is regarded as a disciplinary offence.