LIBRARY PROPERTY/EQUIPMENT
Employees may be issued or allowed the use of Library property or resources such as keys, computers, e-mail, etc. Employees in possession of Library equipment are expected to protect the equipment from loss, damage, or theft, and to use it in an appropriate manner. Upon separation of employment, employees are required to turn in all Library property prior to their last day of work.
Information Technology
The Library provides Information Technology resources, including computers, software, network systems, e-mail and internet access, to employees to conduct Library business. Employees shall use information technology resources in a professional manner and in accordance with this policy.
1. Computers & Network: Employees shall not access computers, devices, software, or systems for which they have not received prior authorization or the required training. Employees shall immediately report unauthorized access or use of computers, devices, software or systems by another employee or patron to the Operations and Personnel Manager. Employees should not use another person’s access passwords, logon information or other individual security data, protocols and procedures unless directed to do so by a supervisor. All employees have a duty to protect the computer system and related systems and devices from physical and environmental damage and are responsible for the correct use, operation, care and maintenance of the computer system. Employees shall ensure Library computers and access terminals are not viewable by persons who are not authorized users. Computers and terminals should be secured, users logged off and shutdown overnight and on the weekend; password protections must enable whenever the user is not present. Access passwords, logon information and other individual security data, protocols and procedures are confidential information and are not to be shared. Password length, format, structure and content shall meet the prescribed standards required by the computer system and shall be changed at intervals as directed by the Operations and Personnel Manager. It is prohibited for an employee to allow an unauthorized user to access the computer system at any time or for any reason. Employees shall promptly report any unauthorized access to the computer system or suspected intrusion from outside sources (including the Internet) to the Operations and Personnel Manager. When a problem or alert occurs on an employee’s system, they must contact the Operations and Personnel Manager immediately so the appropriate person to handle the alert is notified. All employees must report to the Operations and Personnel Manager when they realize that their computer system has been hacked or is infected with a virus or malware. The computer should be turned off and disconnected from the Library’s network immediately until it can be cleaned or checked by an IT professional. Because it is not always apparent when a computer gets infected by a virus, users should report any “unusual” or “out of the ordinary” behavior of their computer system immediately to be sure the computer system has not been compromised or infected
2. E-mail: In addition to intra-Library communication, e-mail may be used to access work-related listservs or for professional correspondence. Internal Library messages should be concise and sent only to persons directly in need of receiving them. Announcements of important events in the lives of employees are appropriate (with the employee’s permission), as are announcements of upcoming vacations. E-mail may not be used to solicit others for commercial ventures, religious or political causes (e.g., announcements about free kittens, church services, political rallies, walk-a-thons, yard sales, etc.). A Library e-mail account should not be used for personal correspondence. Any communications transmitted by, received from, or stored on the Library’s email system is the property of the Library. E-mail on the Library’s email system is neither private nor protected; such emails may be public records under Ohio law. The Library reserves the right to monitor the e-mail systems, and all messages transmitted or received by it. By using the e-mail system, employees acknowledge and consent to monitoring their e-mail messages for specific reasons, such as evaluating the operation and effectiveness of the e-mail system, finding lost messages, servicing the Library in the employee’s absence, investigation of suspected illegal or unethical acts, breach of security, breach of Library’s policies, and recovery from system failures.
3. Internet Usage: Access to the Internet is provided to employees for business purposes only. Employee use of the Library’s Internet for purely personal reasons not only reduces productivity and system performance, but also create a potential that malware or viruses could infect the Library’s network. The display or transmission of sexually explicit images, messages, and cartoons is strictly prohibited. Other prohibited displays or transmissions include, but are not limited to, ethnic slurs, racial comments, off color jokes, or anything that may be construed as harassment or showing disrespect for others. All Internet activity is subject to inspection by the Library and the Library reserves the right to monitor Internet activity, browser histories, and keystroke logs. It is a violation of this policy to turn off antivirus protection software or make unauthorized changes to system configurations installed on the Library’s computers. Violations of this policy may result in termination for a first offense.
4. Software: The Library purchases and licenses the use of various computer software for business purposes only and does not own the copyright to this software or its related documentation. Unless authorized or licensed by the software developer, the Library does not have the right to reproduce such software for use on more than one computer. Employees may only use software on local area networks or on multiple devices according to software license agreement. The Library prohibits the duplication of software and its related documentation, and such duplication may be a violation of law. Employees are prohibited from loading any software, files, or other matter onto any Library computer without the prior approval of the Operations and Personnel Manager.
