The Use of Information and Communication
Technology (ICT) Policy
Scope
1. This policy applies to all users of Oxfordshire County Council ICT systems
whether this is at work, at home or elsewhere. This policy applies to
employees, contractors, temporary staff, agency staff or other staff and
volunteers. This policy does not apply directly to users in schools.
Policy
2. Employees who breach any of the terms in this policy, deliberately or
through negligence may be subject to disciplinary action.
Introduction
Every user is responsible for the proper use of his/her equipment.
3. Oxfordshire County Council equipment should not be used in any way for
salacious, illegal, libellous or defamatory material or purposes that could
bring the County Council into disrepute.
User Responsibilities
4. As a user of Oxfordshire County Council IT facilities you are responsible for:
• informing your manager under the Raising Concerns at Work procedure if
you believe that others are using systems inappropriately
• notifying the ICT Service Desk if you think that someone else may be
using your login details
• safeguarding personal/confidential data
• contacting the ICT Service Desk immediately in the event of a suspected
virus infection
• ensuring that personal use of Oxfordshire County Council ICT equipment
remains very occasional and reasonable and does not interfere with
everyday workload and commitments or endanger the council’s systems
Managers responsibilities
5. Managers are responsible for ensuring that all their employees are aware of
this policy and act in accordance with its requirements.
Privacy
6. All systems may be monitored and audited for administrative and
management purposes so personal privacy cannot be assumed.
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7. Systems may be accessed at management discretion during an individual’s
absence to ensure continuation of business.
Security & Integrity of Systems & Equipment
8. All use of Oxfordshire County Council ICT equipment is subject to
authorisation by a manager. As a user, you will be issued with one or more
user IDs and associated passwords to enable authorised use. Your user ID
is intended for your use alone. You must not permit its use by others except
when required to do so in order to carry out an authorised Business
Continuity Plan.
• do look after your passwords
• do not remove security measures on any system. Logout or lock
your computer if you leave your workstation unattended. You are
liable for any misuse of systems or data accomplished with your
login information.
• users of PDA’s (Personal Digital Assistants), or laptops must
ensure that a PIN or password is required to use the device.
9. You must not use ICT facilities to access, transmit or share material that is
confidential to Oxfordshire County Council, or is confidential to an individual,
without the appropriate permission.
10. Bear in mind the following:
• do obtain authorisation from the ICT Service Desk for the
installation of additional software on OCC equipment
• do not change the configuration of installed ICT equipment unless
authorised to do so.
• do not access or attempt to access any ICT system for which you
are not an authorised user.
• do not connect non-OCC equipment to the County Council
network unless authorised to do so
• do not remove office-based ICT equipment or software without
authorisation from ICT Services
• if you have a standalone machine do make sure it is registered
with the ICT Service Desk for regular updates of anti-virus software
• do not let friends or family use OCC equipment assigned to you
• do make sure that all critical documents are held on a network
drive rather than the PCs/laptop’s hard drive (if this is impractical
then ensure these documents are regularly copied to a back-up
medium so as to minimise the loss in case of equipment failure. If
they are backed up onto memory sticks/CDs then they must be
kept secure)
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• unless there is a legitimate need for business purposes do not
connect any digital media devices or load their associated
software
• unless there is a legitimate need for business purposes do not play
or copy CDs/DVDs
Use of e-mail
11. Users must not e-mail OCC confidential information outside of the County
Council network unless it is encrypted or password protected.
12. Users must maintain good data housekeeping e.g. deleting unwanted e-
mails etc.
13. Comply with the e-mail data archiving and retention policies as published.
Working at home/remote working using OCC or personal
equipment
14. This policy applies to employees when working from office, home or other
location. Work carried out must always be with due regard to the terms of
this policy and to data protection/ confidentiality issues.
15. Confidential data and documents must not be stored long term on non-
Oxfordshire County Council equipment.
16. Very sensitive documents additionally should be password protected or
otherwise encrypted to prevent unauthorised access.
17. Always ensure that at least one other person knows the password to retrieve
information that you have encrypted.
Use of the Internet
18. Guidelines for acceptable use:
• never attempt to access illicit or inappropriate web sites. Inform your
manager straight away if you accidentally access an illicit/inappropriate
website
• respect the laws protecting copyright and intellectual property rights.
Downloading and storage of copyright material like music and video files
may be illegal. Where such files are found on ICT equipment without a bona
fide business reason, files will be deleted.
• the council’s ICT equipment and services should not be used for personal
business activity, fundraising or advertising
• access of non-work related websites is permitted only in your own time.
• accessing personal web-mail sites in the user’s own time is acceptable
provided personal e-mails are not stored on County Council systems and
equipment
• you must not use peer-to-peer file sharing technologies
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• instant messaging is not permitted other than using Council-supplied
systems.
• selling or taking part in online auctions etc is not permitted
• on-line gambling is not permitted
Personal Use of Systems and Equipment
19. Examples of the acceptable personal use of systems are:
• limited communications with family/friends
• communications with professional service providers who are normally
only contactable during standard office hours
• communication with further education establishments and work
related professional associations
• further education/learning opportunities/knowledge development with
recognised institutions
20. Online shopping from a secure site is permitted in user’s own time. Users
must not have goods delivered to work, unless advance permission is given
by the line manager. The Council has no liability for any such transaction.
21. Users need to make it explicit that they are buying goods for their own
personal use and not on behalf of the Council.
22. Employees must not use their status as employees of the Council to their
personal advantage in ordering goods, etc.
23. Users of phones/mobile phones should ensure that:
• private phone calls are restricted to non-work time wherever
possible
• they adhere to the Council’s specific policy on Mobile phone use in
relation to driving
• they never use mobile phones to distribute, receive or store any
material which is offensive or prohibited
• personal calls and texts are paid for when using Council equipment
Monitoring
24. Information about network traffic and about telephone calls may be logged
in connection with:
• automated filtering of inappropriate incoming/outgoing e-mails
• routine administrative purposes
• business continuity
• compliance with Council policies
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Misuse of ICT equipment or systems
25. Where users make inappropriate or excessive personal use of systems or
there is persistent or serious misuse, disciplinary action may result that
could lead to dismissal. Where equipment or systems are used to access or
engage in illegal activity, the police will be informed and disciplinary action
will also be taken.
Other related policies:
Capability procedure
Comprehensive equality policy
Corporate Information Security Policy
Data protection policy
Data Management guidelines
Dignity at work
Disciplinary procedure
Driving at work
Flexible working and work/life balance policy
Officer’s Code of Conduct
Raising concerns at work, Grievances and Whistle-blowing
These are all available on the intranet or from your Directorate HR teams.
Review
This policy has been subject to an Equalities Impact Assessment in accordance
with Oxfordshire County Council’s Comprehensive Equality Scheme and will be
reviewed in 2009.
Head of Human Resources
& Organisational Development Head of ICT Feb 2007
Alternative formats of this publication are available on request.
These include other languages, large print, Braille, audio cassette, computer
disk or email. Please contact (01865) 810582.
