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An acceptable use policy (AUP) outlines what the organization considers to be the appropriate use of company resources, such as computer systems, e-mail, Internet, and networks Organizations should be concerned with the personal uses of organizational assets that do not benefit the company The goal of the policy is to ensure employee productivity while limiting organizational liability through inappropriate use of the organization s assets The policy should clearly delineate what activities are not allowed Issues such as the use of resources to conduct personal business, installation of hardware or software, remote access to systems and networks, the copying of company-owned software, and the responsibility of users to protect company assets, including data, software, and hardware should be addressed Statements regarding possible penalties for ignoring any of the policies (such as termination) should also be included Related to appropriate use of the organization s computer systems and networks by employees is the appropriate use by the organization The most important of such issues is whether the organization will consider it appropriate to monitor the employee s use of the systems and network If monitoring is considered appropriate, the organization should include a statement to this effect in the banner that appears at login This repeatedly warns employees, and possible intruders, that their actions are subject to monitoring and that any misuse of the system will not be tolerated Should the organization need to use any information gathered during monitoring in a civil or criminal case, the issue of whether the employee had an expectation of privacy, or whether it was
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even legal for the organization to be monitoring, is simplified if the organization can point to a statement that is always displayed, stating that use of the system constitutes consent to monitoring Before any monitoring is conducted, or the actual wording on the warning message is created, the organization s legal counsel should be consulted to determine the appropriate way to address this issue in the particular location EXAM TIP A second very common and also very important policy is the acceptable use policy Make sure you understand how this policy outlines what is considered acceptable behavior for a computer system s users This policy often goes hand-in-hand with an organization s Internet usage policy Internet Usage Policy In today s highly connected environment, employee use of access to the Internet is of particular concern The goal for the Internet usage policy is to ensure maximum employee productivity and to limit potential liability to the organization from inappropriate use of the Internet in a workplace The Internet provides a tremendous temptation for employees to waste hours as they surf the Web for the scores of the important games from the previous night, conduct quick online stock transactions, or read the review of the latest blockbuster movie everyone is talking about Obviously, every minute they spend conducting this sort of activity is time they are not productively engaged in the organization s business and their jobs In addition, allowing employees to visit sites that may be considered offensive to others (such as pornographic or hate sites) can open the company to accusations of condoning a hostile work environment and result in legal liability The Internet usage policy needs to address what sites employees are allowed to visit and what sites they are not to visit If the company allows them to surf the Web during non-work hours, the policy needs to clearly spell out the acceptable parameters, in terms of when they are allowed to do this and what sites they are still prohibited from visiting (such as potentially offensive sites) The policy should also describe under what circumstances an employee would be allowed to post something from the organization s network on the Web (on a blog, for example) A necessary addition to this policy would be the procedure for an employee to follow to obtain permission to post the object or message E-Mail Usage Policy Related to the Internet usage policy is the e-mail usage policy, which deals with what the company will allow employees to send in terms of e-mail This policy should spell out whether non-work e-mail traffic is allowed at all or is at least severely restricted It needs to cover the type of message that would be considered inappropriate to send to other employees (for example, no offensive language, no sexrelated or ethnic jokes, no harassment, and so on) The policy should also specify any disclaimers that must be attached to an employee s message sent to an individual outside the company
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