Key encourages use of the Internet, email and social media for activities relevant to the aims and objectives of the organisation, including the direct support of the people we provide support to. Employees are expected to exercise responsible and appropriate behaviour when sending email, whether externally or internally, or when using the Internet, including social media websites and applications.
Personal use of the Internet, email or social media is not permitted. You must discourage the sending of email to your account that does not relate to the business of Key. You must not use the Internet, email or social media to view, store or distribute any material that may be construed as obscene, offensive or of a discriminatory or harassing nature in any way. Should there be evidence of any abuse of this nature disciplinary action will be taken.
You are responsible for all use of the Internet, email and social media carried out under your username and password. Masquerading as/or misrepresenting another user is prohibited.
6.1 THE INTERNET
Much valuable information is available from the Web. Many organisations have a presence on the Web to provide up-to-date information and advice. Internet shopping and online services are commonplace. The Web also contains unpleasant, inaccurate and illegal media. For this reason it is important that employees using the Internet in the course of their work abide by the principles of this policy.
Access to the Internet - Everyone has access to the Internet for business purposes. Internet connections must only be set up by ICT staff.
Internet Services - You must not subscribe to any Internet services (including, but not limited to file sharing or third party messaging services) without the agreement of ICT staff.
Using copyrighted materials obtained from the Internet - Information found on the Internet is subject to the copyright laws covering printed publications and audio releases. Only content that is stated as being free of copyright or royalty restrictions or is released through the Creative Commons scheme should be used within presentations, broadcasts or publications issued by Key.
Confirmation of the legal copyright status should be stored along with the electronic files. If required by the Creative Commons license, a public attribution of copyright should also be included within the presentation, broadcast or publication.
6.2 EMAIL
Access to email - All employees have access to email. Key’s email address should only be used by employees of Key for business purposes.
Email contents - All emails are effectively an electronic representation of Key’s letterhead. You should not put anything in an email that you would not put in a memo or letter.
The following procedures are recommended practice:
Consider whether email is the best way to send a message:
- Messages may not be secure.
- Messages may be produced as proof that you said something.
- Messages may be held to be legally binding.
- Messages may be subject to tampering after delivery or sending.
Apply the same principles you would use with a printed memo:
- Content should be clear and not open to misinterpretation. Use plain English.
- Include a meaningful and logical subject line. If the recipient is not expecting the email and does not recognise the subject of the data they may delete it. Always telephone the recipient if they are not expecting something unusual.
- Include your position and contact details the first time you correspond.
- Only copy to those who need a copy.
- If you are transmitting sensitive data, send it in a password protected document or folder. This password must be shared via a means other than email.
You must not send, forward or redirect any obscene or defamatory emails, or emails containing foul language, bullying, harassment or discrimination of any kind. You must not send emails that could be construed as sexual harassment.
Access to other people’s email - You must not attempt to gain access to email messages of other employees, except where this is provided to you for monitoring purposes.
Signature and disclaimer - All email messages carry the organisation’s centrally managed signature. The content of this signature is populated by Active Directory fields. All external email messages carry the organisation’s disclaimer which you cannot alter or delete.
Written record - Any important email exchange should be filed in an appropriate manner to maintain a record of this correspondence.
6.3 SOCIAL MEDIA
If you are required to use social media as part of your work with Key, you must do so in line with the requirements of the Code of Conduct for RSL Staff Members. The same professional expectations and guidelines for interacting with people in the real world apply to online communication and information sharing and you must always be a positive ambassador for Key and our work.
Information posted via websites and social media applications is classed as public and not private. You must not disclose any private or confidential information relating to Key, the people we support, or our suppliers, board members or other employees. This applies whether you are posting under your own name or using a pseudonym.
Employees must not access social networking sites for personal use during work time. Posting information or comments related to your work with Key (even in your own time and using equipment owned by you) may be viewed as misconduct and be in breach of Key’s policies.