Employee Manual 2023 - Flipbook - Page 63
APPENDIX B:
INFORMATION SYSTEMS TECHNOLOGY POLICY
The purpose of this policy is to inform all City employees about the legal requirements and
restrictions concerning the acquisition and use of software programs on the City's computer
equipment, the responsibilities of each employee to protect the security and integrity of the City's
Information Technology (IT) System's programs and data, the City's investment in that system, and
restrictions regarding the use of e-mail and the internet.
All employees are responsible for using the information system for work related purposes
associated with City business, in a lawful and ethical manner, and in accordance with the City's
policies and procedures. Use of the City’s IT System, including e-mail, internet or
telecommunication resources to send, receive, display, print or otherwise disseminate material
that is fraudulent, harassing based on a protected status, physically threatening, illegal, sexually or
racially offensive, or defamatory is prohibited.
All information retained and stored within the City's information system may be subject to
Freedom of Information Act requests and made available to third parties. Employees should not
expect any right to privacy regarding any information stored on City-issued computers, cell phones,
smart devices, or any other electronic devices.
Copyright Protected Software:
Unauthorized duplication of copyrighted software is a violation of the Federal Copyright Law and
can be subject to civil damages and criminal penalties including fines and imprisonment. Both the
City as an organization and the City's employees as individuals are responsible for compliance with
this law.
It is the City's policy to comply fully with the federal copyright law, and the specific terms and
conditions in the licenses for all software, which is used on the City's computer equipment.
Specifically, every employee shall be responsible for complying with the following policies:
1. Every employee shall use the City's IT System in a manner that does not violate the Federal
Copyright Law or the terms of the license related to the software being used.
2. No software program shall be used by more employees at any one time than is allowed
under the program's licensing agreement. The use of programs on the network is controlled
to avoid such a violation. Employees are prohibited from transferring any software from the
City's IT System to any personal computer or disk, either directly or indirectly, without the
specific permission of the Information Technology Director.
3. No employee shall make a copy of any software on the City's IT system or any City
computer, except for the City's own back-up purposes.
4. No employee shall take any original or duplicated copy of any software owned or used by
the City for personal use.
City of Plymouth Employee manual - Page 63 – March 2023
