Use of PIC Property

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Policy

It is the policy of PIC to regulate the use of all agency owned property including but not limited to, computers, office supplies, equipment, communication systems, vehicles and inventory to avoid misuse or theft and to protect the confidentiality, integrity and accessibility of PIC’s  and its consumer’s information.   Misuse of PIC property is detrimental to consumers and the agency. 

Practice

Telephone Systems General

  1. The primary function of all PIC provided telephone systems is to support agency business.  Limited, occasional, or incidental use of PIC’s telephone systems by employees for personal purposes is acceptable as long it is reasonable, not detrimental to the functions of PIC and not discriminatory, harassing, abusive, derogatory or threatening, illegal, or otherwise contrary to PIC’s policies or business interests. 
  2. Employees may not use PIC telephones in any manner that increases the cost to PIC for their personal use.
  3. PIC reserves the right to monitor any PIC telephone use and employees have no expectation of privacy as to their use of PIC telephone systems.

E-Mail and all computer based communication

  1. The primary function of all PIC provided e-mail and computer based communication is to support agency business.  Limited, occasional, or incidental use of PIC’s computer based communication systems by employees for personal purposes is acceptable as long it is reasonable, not detrimental to the functions of PIC and not discriminatory, harassing, abusive, derogatory or threatening, illegal, or otherwise contrary to PIC’s policies, security or business interests. 
  2. Employees may not use PIC’s computer based communication system to promote or solicit any commercial venture, religious or political cause.  
  3. Employees may not use PIC’s computer based communication system to send unauthorized proprietary or confidential information or similar materials without prior authorization from their supervisor.
  4. Employees may not join list serves, chat groups, blogs or similar electronic communication systems on the PIC email or computer system as a representative of PIC without prior authorization from their supervisor. Employees who participate in these systems must comply with all PIC’s policies and agreements, including any on ethics, code of conduct, confidentiality and discrimination/harassment.
  5. PIC’s computer based communication system, including hardware, software and any stored data is the property of PIC.  PIC reserves the right to access, review, monitor and disclose any PIC email content and system use and employees have no expectation of privacy as to their use of PIC e-mail system.

Web access

  1. The primary function of access to web sites on PIC‘s computers is to support agency business.  Limited, occasional, or incidental access to web sites on PIC’s computers by employees for personal purposes is acceptable as long it is reasonable, not detrimental to the functions of PIC and is not used to access discriminatory, harassing, abusive, derogatory or threatening, illegal information or any other information contrary to PIC’s policies, security or business interests.

General Computer Use

  1. Storage of personal files on an employee’s PIC computer is acceptable only if it is not detrimental to PIC’s use of the computer.
  2. Employees must follow all IT policies including policies regarding deleting and backing up information, downloading  programs, etiquette, virus protection and scans, changing settings, passwords, confidentiality and HIPPA requirements, transferring data to or from portable or private portable media and destruction procedures.

 Laptops, PDA’s, Blackberries and other portable electronic devices

  1. Employees are responsible for any laptop, PDA, Blackberry or other portable electronic device assigned to them and must follow all practices established by the IT department for its use.
    1. Never leave a device unattended in at car or public place.
    2. PIC staff will secure devices and will be treated with reasonable care such as protected from extreme heat or cold
    3. PIC staff will report immediately if a device is lost or stolen.

All Agency Property and Equipment

  1. All PIC workplace property, equipment and supplies are agency property.  All employees must use agency property and equipment safely and properly. Any personal use of PIC equipment or supplies, other than that described above, must be approved by the Executive Director.