THE PERSONAL USE OF INTERNET, AND TELEPHONES

Doc: J Personal Use of E-mail, Telephone and Internet

Dated: August 2004

For personal gain or profit.

To represent yourself as someone else.

To send, post, receive or download messages that contain inappropriate, obscene, intimidatory, harassing, defamatory, disruptive or otherwise offensive language and anything that will reflect poorly on **(company)’s name and professional image.

To advertise or otherwise support unauthorised or illegal activities.

To provide lists or information about **(company) employees or members to others and/or to send classified information without approval.

When it interferes with job responsibilities. This includes spending unreasonable and unwarranted time on the telephone, personal mobile phone, Internet or on E-mail activities, especially for personal use.

If any breach of **(company) E-mail policy is observed, the ** (company) reserves the right to initiate disciplinary action. Staff members who abuse these facilities will face disciplinary sanctions that may, in serious cases, result in disciplinary action up to and including dismissal.

THE PERSONAL USE OF INTERNET,

E-MAIL AND TELEPHONES

Doc: J Personal Use of E-mail, Telephone and Internet

Dated: August 2004

Use of Telephones and Fax Machine

**(company) does (not) permit the limited personal use of its telephone system and Fax Machine at any time during the day.

(If it does permit) …..

Use should be reasonable and should not interfere with the productivity of an individual and/or the overall availability of telephone network and fax resources.

The **(relevant person), reserves the right to restrict non-business use of these facilities.

Any Staff member who abuses this privilege will face disciplinary sanctions that may, in serious cases, result in disciplinary action up to and including dismissal.

Use of Personal Mobile Telephones and Text Messaging Facilities

**(company) does (not) permit the reasonable use of Personal Mobile Telephones and text messaging during working hours (09.30 am to 1.00pm and 2.00 pm to 5.30 pm).

(If it does permit) …..

Use should be reasonable and should not interfere with the productivity of an individual and/or the overall availability of telephone network and fax resources.

Any use deemed unreasonable by the **(relevant person), will result in a request for the staff member to desist from use of the Personal Mobile phone during working hours.

Doc: J Personal Use of E-mail, Telephone and Internet

Dated: August 2004

E-mail is a personal computerised communication system, which enables the sending and receiving of messages via Personal Computers (PC’s). Documents and materials can also be attached to E-mails. The E-mail system effectively bypasses typewritten documents, faxes and the need to post documents.

Use of E-Mail

**(company) does not permit the personal use of its E-mail account for sending personal messages.

(Limited Use if permitted ……

Personal use of E-Mail is restricted to staff members’ own private E-mail accounts. These may be accessed through **(company)’s Internet facility, but should be limited and confined to non-work time (before 9.30 am, and after 5.30 pm). Use at lunchtime is dependent upon official company requirements. For full details see the Internet Section below.)

Staff members who abuse this facility will face disciplinary sanctions that may, in serious cases, result in disciplinary action up to and including dismissal.

E-Mail Risks

There are risks attached to the sending of E-mails and these include:

A message may go to persons other than the intended recipient and, if confidential or commercially sensitive, this could be damaging to ** (company).

E-mail messages can carry computer viruses, which are particularly dangerous to **(company)’s computer operations generally.

Letters, files and other documents attached to E-mails may belong to others and there may be copyright implications in sending or receiving them without permission.

E-mail is speedy and as such messages written in haste or written carelessly can be sent simultaneously and without the opportunity to check or rephrase. This could give rise to legal liability on the part of the **(company) or the individual, such as claims for defamation, etc.

An E-mail message may legally bind **(company) contractually in certain instances without the proper authority being obtained internally.

A substantial proportion of E-mails to Government and other public bodies may be accessible to the general public or Journalists under current Freedom of Information legislation. Personal data contained in E-mails may also be accessible under Data Protection Legislation.

In light of these points users should always regard E-mails as potentially public information, which can carry a heightened risk of legal liability for the sender, the recipient and the organisations for which they work.

Doc: J Personal Use of E-mail, Telephone and Internet

Dated: August 2004

In order to avoid or reduce the risks inherent in the use of E-mail within **(company) the following standards are necessary.

**(company)’s name is carried in the senders address with every message sent out on E-mail. This reflects on our image and reputation, therefore, all E-mail messages must be appropriate and professional.

Confidential or commercially sensitive information should not be sent by E-mail, as security cannot always be guaranteed.

Extra caution needs to be taken with E-mail messages in respect of any disparaging remarks they may contain. An E-mail should be regarded as a formal written letter the recipients of which may be much wider than the sender intended. Any defamatory or careless remarks can have very serious consequences as can any indirect innuendo. The circulation of indecent, obscene, sexist, racist or other inappropriate remarks whether

in written or in cartoon form is forbidden. Likewise, the use of indecent, obscene, sexist, racist or other inappropriate screensavers is forbidden. Breaches of these standards will be treated as gross misconduct, which may result in disciplinary action up to and including dismissal. Where deemed necessary, the Gardaí or other appropriate authority will be contacted

If you receive any offensive, unpleasant, harassing or intimidatory messages via E-mail staff members are requested to inform either the **(relevant person). It is important that such E-mails are traced as quickly as possible.

Any important communication, sent or received through E-mail should be printed and a hard copy kept. Where important to do so, confirmation that the recipient has received your E-mail should be requested manually or automatically.

The **(relevant person) will have the discretion to monitor incoming and outgoing E-mail for security and capacity/usage purposes.

Staff members who abuse this facility will face disciplinary sanctions that may, in serious cases, result in disciplinary action up to and including dismissal.

Doc: J Personal Use of E-mail, Telephone and Internet

Dated: August 2004

**(company) has access to the Internet, which enables staff members to obtain information specific to the Organisation’s role and functions and which supports **(company)’s business. This service also enables two-way communication with sites appropriate to those roles and functions. Use of the Internet

**(company) does (not) permit the limited personal use of the Internet. (If it does permit) …..

However, any non-business use of the Internet must be governed by good judgement and restraint and should be limited to non-work time - before 9.30 am, and after 5.30 pm. Use at lunch time (1.00 pm to 2.00 pm) is dependent upon official Organisational requirements.

Many of the Internet’s activities are for recreational and private use and are unrelated to **(company) business. For that reason, access to the Internet will be monitored by the **(relevant person) through the “History” facility of the Outlook Web-browser. The “History” facility will be set and maintained for thirty days. Removal of any information or deletion of any folders from this “History” facility by any staff member is forbidden, and will result in disciplinary action.

The **(relevant person) reserves the right to restrict non-business use of the Internet if it interferes with the productivity of an individual and/or the overall availability of network and computing resources, especially during lunch break.

Abuse of this facility may result in password locking of the Internet and the staff member involved will face disciplinary sanctions that may, in serious cases, result in disciplinary action up to and including dismissal

Internet Standards

**(company)’s Internet resources are limited, and connection to the Internet is by way of a dial-up telephone line. As a financial expedient, it is recommended that Internet access and searches are planned before dialling and that the Internet connection is closed down as soon as possible.

The accessing of indecent, obscene, sexist, racist or other inappropriate websites is forbidden.

This standard will be strictly enforced. A breach of this standard will be treated as gross misconduct, which may result in disciplinary action up to and including dismissal. Furthermore, breaches will be viewed most seriously by the **(company) with the possibility of potential criminal liabilities arising. Where deemed necessary, the Gardaí or other appropriate authority will be contacted