This computer use policy template has 6 pages and is a MS Word file type listed under our human resources documents.
Sample of our computer use policy template:
TECHNOLOGY RESOURCES USE POLICY Policy restricting personal use of employer's computers and systems PURPOSE To remain competitive, better serve our customers and provide our employees with the best tools to do their jobs, [YOUR COMPANY NAME] ("the Company") makes available to our workforce access to one or more forms of electronic media and services, including but not limited to: computers, software, printers, copiers, files, databases, cellular phone, pager, email, telephones, voicemail, fax machines, external electronic bulletin boards, wire services, online services, intranet, Internet and the World Wide Web. [YOUR COMPANY NAME] encourages the use of these media and associated services because they can make communication more efficient and effective and because they are valuable sources of information about vendors, customers, technology, and new products and services. However, all employees and everyone connected with the organization should remember that electronic media and services provided by the company are company property and their purpose is to facilitate and support company business. All computer users have the responsibility to use these resources in a professional, ethical, and lawful manner. To ensure that all employees are responsible, the following guidelines have been established for using email and the Internet. No policy can lay down rules to cover every possible situation. Instead, it is designed to express [YOUR COMPANY NAME] philosophy and set forth general principles when using electronic media and services. Authorization Access to the [YOUR COMPANY NAME] technology resources is within the sole discretion of the Company. Generally, employees are given access to the Company's various technologies based onf their job functions. Only employees whose job performance will benefit from the use of the Company's technology resources will be given access to the necessary technology. Additionally, employees must successfully complete company-approved training before being given access to the [YOUR COMPANY NAME] technology resources. PROHIBITED COMMUNICATIONS Electronic media cannot be used for knowingly copying, transmitting, retrieving, or storing any communication that is: Discriminatory or harassing; Derogatory to any individual or group; Obscene, sexually explicit, pornographic, defamatory or threatening; In violation of any license governing the use of software; Engaged in for any purpose that is illegal or contrary to [YOUR COMPANY NAME] policy or in a manner contrary to the best interests of the Company, in any way that discloses confidential or proprietary information of the Company or third parties, or for personal or pecuniary gain; or Protected by copyrights laws unless the employee has the author's permission or is accessing a single copy only for the employee's reference. PROFESSIONAL CONSIDERATIONS It is important to maintain a proper spirit and tone to your communications over the system. The following guidelines are suggested: Make your communications positive, constructive, complete, factual. Don't write when angry and edit before sending. Be careful with humor - they can't see you wink. Always avoid sarcastic humor. Never use all caps - that is perceived as "SHOUTING!" Avoid belaboring disagreements in email - there is a time for face-to-face meetings. Always guide your recipient in responding by stating what you need and by when. Pay attention to grammar and spelling, both to protect your own reputation and intelligence, and to avoid irritating your recipients who are distracted by careless mistakes. PERSONAL USE The computers, electronic media and services provided by [YOUR COMPANY NAME] are primarily for business use to assist employees in the performance of their jobs. As long as personal use does not interfere with the employee's duties, is not done for pecuniary gain, does not conflict with the Company's business, and does not violate any Company policy, occasional, or incidental use of electronic media (sending or receiving) for personal, non-business purposes is understandable and acceptable, and all such use should be done in a manner that does not negatively affect the systems' use for their business purposes. However, employees are expected to demonstrate a sense of responsibility and not abuse this privilege. The Company assumes no liability for loss, damage, destruction, alteration, disclosure, or misuse of any personal data or communications transmitted over or stored on the Company's technology resources. The Company accepts no responsibility or liability for the loss or nondelivery of any personal electronic mail or voicemail communications or any personal data stored on any Company property. The Company strongly discourages employees from storing any personal data on any of the Company's technology resources. ACCESS TO EMPLOYEE COMMUNICATIONS Generally, electronic information created and/or communicated by an employee using email, word processing, utility programs, spreadsheets, voicemail, telephones, Internet and bulletin board system access, and similar electronic media is not reviewed by the company. However, the following conditions should be noted: [YOUR COMPANY NAME] does routinely gather logs for most electronic activities or monitor employee communications directly, be it: Telephone Use and Voicemail: Records are kept of all calls made from and to a given telephone extension. Although voicemail is password protected, an authorized administrator can reset the password and listen to voicemail messages. Electronic Mail: Electronic mail is backedup and archived. Although electronic mail is password protected, an authorized administrator can reset the password and read electronic mail. Desktop Facsimile Use: Copies of all facsimile transmissions sent and received are maintained in the facsimile server. Document Use: Each document stored on Company computers has a history, which shows which users have accessed the document for any purpose. Internet Use: Internet sites visited, the number of times visited, and the total time connected to each site is recorded and periodically monitored. [YOUR COMPANY NAME] reserves the right, at its discretion and without notice, to review any employee's electronic files and messages to the extent necessary to ensure electronic media and services are being used in compliance with the law, this policy and other company policies, or to investigate misconduct, to locate information, or for any other business purpose. Employees should understand, therefore, that they have no right of privacy with respect to any messages or information created or maintained on the Company's technology resources, including personal information or messages. Accordingly, if they have sensitive information to transmit, they should use other means. All messages sent and received, including personal messages, and all data and information stored on the Company's electronicmail system, voicemail system, or computer systems are Company property regardless of the content. As such, the Company reserves the right to access all of its technology resources including its computers, voicemail, and electronicmail systems, at any time, in its sole discretion. Passwords do not confer any right of privacy upon any employee of the Company. Employees are expected to maintain their passwords as confidential. Employees must not share passwords and must not access coworkers' systems without express authorization.
