EC Meeting Papers January 2019

It is important not to lend or share the dongle. If lost, report immediately. Keep dongles safe when not in use, do not leave plugged into the PC.  Do not log onto the computer system as somebody else.  Data on portable memory devices should not be either copied to GFTU systems or passed to third parties if extracted from GFTU systems without the express permission of Line management. GFTU use Microsoft Office 365 to provide an Outlook email platform.  A separate password is required to access email which expires every 90 days.  Additional email security is provided by two factor authorisation via a text message.  Emails sent and received are treated as the property of the GFTU.  Email credentials are allocated to individuals. Note that line management may access any emails should exceptional circumstances dictate.  Emails are considered to be ‘official’ correspondence; ensure proper politeness & privacy and adhere to the Good Practice (below).  Do not use links to websites or documents which are embedded in emails unless you are certain they are safe. Never use such links from unknown senders and be wary of links which look unusual (e.g: http://exptyss.to ). Do not respond to emails (either personal or business) which ask for usernames or passwords, however authentic they appear; seek advice from Line Management or ICT. Usage  During paid, working time the Internet may only be used for GFTU’s purposes.  Staff must consider and comply with any legal conditions before they download, use or reproduce any information obtained from the Internet.  Be aware and cautious that many sites which offer “free software” are the source of viruses and malware.  Do not upload data or licensed software onto the Internet without the specific approval of your Line Manager.  Do not use the Internet for accessing pornographic, terror, extremist or illegal sites.  Do not use the GFTU Internet for immoral, illegal or your own commercial purposes.  Do not download screen savers, sporting or play games from or over the Internet.  Do not use GFTU’s internet facility to access personal social networking sites or media streaming services (video or music).  Do not send chain letters by e-mail. Email 

Advice/Good Practice 

The organisation want people to proficient in the use of hardware, software and adopt good practice to avoid breaches of this policy and musculo-skeletal disorders (also known as Repetitive Strain Injuries) and will arrange training

GFTU Usage ICT Policy –Expiry December 2019

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