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The Policy

The purpose of this document is to explain the guidelines relating to use of all types computer systems, hardware, email and the Internet.

All of our IT policies are reviewed regularly, to ensure compliance and relevance to current IT legislation. Any amendments/additions will be communicated to all users via the companies Intranet.

The Company has developed its code of conduct and policy on email and Internet usage:

• To ensure the correct use of Company resources
• To prevent the harassment and bullying of individuals by electronic means
• To inform individuals of their responsibilities concerning computer systems, email and the Internet
• Explain the consequences of misuse of computer systems and electronic communication and potential liability for both the individual and the Company

Consequence of Misuse

Computers, email and the Internet must only be used as expressly permitted or authorised by the Company. If you have any doubts discuss it with your Manager.

All activities on the Company's computers systems, email or the Internet, whether business or pleasure, should not in any way bring the Company's name into disrepute and any action which results in this outcome could be treated as a disciplinary matter.

Owing to the importance of the Company's computer systems these requirements are considered to be essential to the Company's business. Misuse is regarded by the Company as an example of misconduct which will lead to the implementation of the Company's disciplinary procedure. Depending on the circumstances, serious misuse of these systems may constitute gross misconduct in accordance with the terms of the Company's disciplinary procedure, which could result in dismissal. A copy of the Company's disciplinary procedure can be found on the company Intranet http://aristotle/hr/Documents/Forms/AllItems.aspx under Company Policy and Procedures. Or on this site here. Intentional failure to comply with this code could also result in dismissal.

For serious breaches, it may be that the law has been broken and legal prosecution could follow.

Harassment

Email or Internet messages which are aggressive, rude, and abusive or which amount to disability, sexual or racial harassment can have a serious impact on the recipient. If you receive such a message you must inform your Manager, as soon as possible. Any individual found sending hostile, harassing or bullying messages will be dealt with under the Company's disciplinary procedure, which could lead to dismissal.

Liability

Libel is:

an untrue written statement which damages the reputation of a person (or company) or holds him/her/it up to hatred, ridicule or contempt. It need not be obviously insulting. It could, for example, be a suggestion that a competitor is in financial difficulties or is unprofessional in the conduct of its business.

The Company and you may be held liable for the damage caused by internal and external email messages and all other electronic communication as they can be regarded as libellous or defamatory material. The law does not distinguish between such messages and paper memoranda when evaluating whether the material is potentially libellous or not, therefore, you must ensure that when circulating information which relates to individuals, firms or companies (including clients and competitors) that the information is accurate.

If the Company is found liable because of an act of an employee, the Company reserves the right to claim compensation from the employee involved.

Every individual has the responsibility to protect the Company against the electronic dissemination of a potentially libelous communication. Should you receive or become aware of an electronic communication which could be considered as libelous you must report it to your Manager as a matter of urgency.

Using the Equipment

1. General
   • Computer equipment and internet and e-mail facilities are the Company's property and intended for Company business. There is no objection to your making reasonable use for personal purposes such as electronic mail or preparing personal letters outside of normal working hours, providing you observe the guidelines contained in this policy document
   • Do not waste materials, or waste time on the computers to the detriment of others or your personal workload
   • You are not allowed to use company computers for personal commercial gain
   • You should use the system status facility to inform you of any imminent service notices
   • The playing of computer games during working hours is not allowed
   • The Company relies heavily upon its computer systems. Preserving the integrity of those systems is therefore vital. For this reason, you should not under any circumstances load computer software or other computer data from an external source onto Company computer equipment or onto any computer equipment that is linked in any way to computer equipment of the Company or of an Associated Company without the express prior written authorisation from the IT Department
2. Maintenance
   • Please treat computer equipment with respect
   • Do not delete, disable, modify or move any software or hardware provided by the Company except where instructed to do so by the IT Department
   • Do not connect your own personal computer equipment to the network
   • Do not connect company computer equipment to any other network
   • You must always comply with any maintenance instructions issued by the IT Department
3. Looking after your data
   • Power, disc and system failures usually take effect without warning. Think about the consequences before you use the computers. The following good practice is recommended:
     • Files should be saved at frequent intervals.
     • Ensure that all important information is saved to the company files servers.
     • Ensure that you comply with all requests from the IT department to log out of database systems when you are instructed to so.
4. Data Protection
   • The law requires that you do not hold any information in electronic form about living persons unless you are registered to do so.
   • Any information held on computer may be accessed by individuals under Data Protection legislation. Therefore, do not use words or phrases which may be deemed libellous.
   • Ensure all information held on computer is accurate, relevant and not excessive.
5. Copyright Restrictions
   • Do not copy any software without permission from the IT Department. You should assume software is under copyright.
   • Do not copy any data without permission from the IT Department. This includes copying text or graphics - whether by using a scanner or by typing it in.
6. Monitoring and Reporting Abuse

   Messages sent via email and the Internet are more permanent and accessible than you may think. Such messages should be treated in the same way as other written material in that they may be accessible even when apparently deleted. The way in which the information in most computer systems (including ours) is archived or backed up means that even after you think you have deleted the message from your machine it can still be accessible for months or even years. It is estimated that messages sent via the Internet are kept for 2 years and can be retrieved by the Police. Access to Internet web pages is also recorded by the systems, which connect the Company network to the Internet.

   The Company reserves the right to monitor its electronic communication and internet access on a periodic basis.

   Where evidence of misuse comes to light as a consequence of monitoring this will be investigated further and appropriate action will be taken as referred to in "Consequence of Misuse".

   You should report any instance of abuse through your Manager. If you receive anything offensive, you should retain the message as evidence.

7. Your Agreement and other policies

   In accepting the terms of your employment you also agree to abide by following company policies:

   • Computer Systems Acceptable Use Policy
   • User Responsibilities
   • Data Protection Policy
   • Security Policy
   • Password Policy
   • Remote Access Security Policy
   • Electronic Mail Acceptable Use Policy
   • Internet Acceptable Use Policy
   • Software & Hardware Acquisition Management Policy

   These can also be found on the company Intranet at http://aristotle/it/Documents/Forms/AllItems.aspx in the folder called "I.T. User Policies"

   If you do not have internet access please contact the HR Department on 01582 406807 and hard copies will be posted to you.

   You must read the companies security policies and agree to abide by their terms. Please download here and sign the PDF version of this document and return to the HR Department

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