EC Meeting Papers January 2019

where necessary, Staff are encouraged to raise training needs with their line managers or a team meetings so that appropriate arrangements can be made.  Avoid large file transfers if possible (20 Mb +) which may have a significant impact on the network and disrupt the work of other users. If vital, avoid prime times,  Locking your screen when away from your workstation will protect privacy.  E-mail can create a permanent record, which may give rise to legal liability or unintended disclosure through onward transmission.  Information published on the Internet may have legal consequences.  Downloading of improper material can contravene software licensing and obscenity laws.  Emails should not present a poor image of GFTU, be unwelcome or cause defamation, offence, harass or irritate the recipient.  Email is inherently insecure and is therefore great care when transmitting personal or other confidential information. Sensitive information should be enclosed in a document or spreadsheet secured with a (strong) password. Send the password to the recipient in a separate email or preferably by text or direct phone call (not a voicemail).  Management should be notified of unsolicited, offensive materials received by any employee.  Restrict the circulation of E-mails to the people who really need to know and act upon the information.  A standard, agreed e-mail footer should be adopted to safeguard you, the organisation and the recipient of incorrectly sent messages. Staff should be aware that during paid working time personal use of GFTU’s equipment and their own personal mobile telephones to access the internet is not appropriate, unless on a meal break. GFTU accepts that there may be occasions that an individual has a valid reason for accessing personal email/information via the internet during paid working time. This may be dealt with at the discretion of the Line Manager and must be kept to the absolute minimum.

This document will be reviewed next in January 2020 unless circumstances dictate that it is done sooner.

Other related policies:

Mobile telephone issue and use Health and Safety Equal opportunities policy Finance Policy Data Protection and GDPR compliance Staff Handbook Induction Disciplinary Training and Staff Development Policy

GFTU Usage ICT Policy –Expiry December 2019

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