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Policy No. 150-001
Information Technology Usage
Policy
Page 1 of 2
Information Technology Usage
Policy No.
150-101
Supersedes:
Not Applicable
Effective Date:
2015-11-24
Approved by Council (Meeting Date)
2015-11-24
1.0
Purpose
This policy outlines the Town's requirements regarding acceptable Information Technology usage by
municipal employees; such as personal computers, electronic mail, document management systems,
internet-related systems, cell phones, voice mail, etc. and addresses confidentiality issues and the
Town's ownership of all data files.
2.0
Scope
This policy applies to all Town employees and elected officials and any other authorized persons, who
use Town of Wolville information technology resources, including personal computers and peripherals.
3.0
References
3.1
Information Technology Usage Standard Operating Procedure 150-802
4.0
Definitions
4.1
Employee. For the purpose of this Policy, employee means both employees and elected
officials.
4.2 Official Use. Official use means use for the Town of Wolfville purposes such as
communication, service delivery, collaboration and other purposes within the scope of an
employee's mandate.
4.3
Personal Use. Personal use means use by an employee for purposes unrelated to official
use.
5.0
Policy
5.1
Town provided information technology, such as internet, email, computers, cell phones,
etc. are considered Town resources and are intended to be used for business purposes
only.
5.2
Personal use of systems is authorized within reasonable limits as long as it does not
interfere with or conflict with business use. Employees are responsible for exercising
good judgment regarding the reasonableness of personal use. Employees may be held
accountable for abuse of personnel use of Town resources.
Policy No. 150-001
Information Technology Usage
Policy
Page 2 of 2
5.3
Electronic mail accounts are provided for the express purpose of communicating business
related information with other employees and business partners of the Town. All
electronic communication is captured using an Electronic Mail Archive System that is
accessible by Department Heads, IT staff and the Chief Administrative Officer.
5.4
All electronic documents which are created by or with the Town's computers or networks,
including internet related systems, are records for the purposes of the Municipal Freedom
of Information and Protection of Privacy Act and may be a public record for the purposes
of this Act.
March 10, 2016
CAO
Date
Appendices:
Appendix A - Information Technology User Agreement
150-001
Information Technology Usage
Policy
Page 3 of 3
Appendix A - Information Technology User Agreement
Employee utilizing municipal equipment must acknowledge by signing this document that they are
aware of the Town's Information Technology Policy as follows:
1. Internet access is provided for business purposes.
2. The employee may use municipal equipment to access the internet on their own time (break or
lunch periods) for personal reasons, provided the employee at all times conducts him/herself in
a manner that would be considered acceptable to the general public.
3. Under no circumstances may municipal computers or other electronic equipment be used to
obtain or view any pornographic or unethical sites.
4. Employees are not permitted to conduct personal business using the Town's email.
5. Any emails that discriminate against employees by virtue of a protected classification including
race, gender, nationality, religion, etc. will be dealt with according to the Town's HR Workplace
Harassment/ Discrimination Policy and SOP.
6. The Town owns any communication sent via email or communication that is stored on Town
servers. Management and other authorized staff have the right to access any material in your
email or on your computer at any time. Do not consider your electronic communication,
storage or access to be private if it is created or stored on Town owned computers or other
electronic equipment.
This is to acknowledge that I have read and understand the Information Technology Policy of the Town
of Wolfville.
_______________________________________
Employee Name (Printed)
__________________________________________
Click to Add date
Employee Signature
Date