Internet Misuse, Email Etiquette and Proper Use Policy

1264 (953) P
May 16, 2013
EMS TRANSMISSION: 05/16/2013
Instruction Memorandum No. WY-2013-030
Expires 09/30/2014
To: All Employees
From: Associate State Director
Subject: Internet Misuse, Email Etiquette and Proper Use Policy
Program Area: Human Resources and Information Systems Management
Purpose: This Instruction Memorandum (IM) is to remind employees of the policy regarding
inappropriate use of the Internet and proper Email etiquette for Bureau of Land Management
(BLM) Wyoming (WY) employees. This policy applies to all employees, contractors,
volunteers, and other individuals (hereafter referred to as “individuals”) who are provided access
to the Internet and Email on Government Furnished Equipment (GFE) on the BLM Network
within BLM facilities and/or remotely-connected to the BLM Network via Virtual Private
Network (VPN).
Policy/Action: The Internet and Email systems are powerful tools which, when used effectively,
increases efficiency and productivity in the workplace. Email is used to communicate with the
public sector, with co-workers and with other BLM offices. Internet and Email usage can reflect
positively or negatively upon both the organization and the individual. All individuals utilizing
BLM GFE (desktop/laptop/tablet/smartphone) to access the Internet or Email consent to being
monitored for unauthorized activity and security measures to protect the United States
Government’s interests. Each individual is responsible for any and all activity conducted
utilizing their logon credentials (username/password or smartcard/PIN). Logon credential
sharing is prohibited; if individuals suspect their logon credentials have been compromised, they
will immediately report the issue to their local Systems Administrator.
Timeframe: Effective immediately.
Budget Impact: None.
United States Department of the Interior
BUREAU OF LAND MANAGEMENT
Wyoming State Office
P.O. Box 1828
Cheyenne, Wyoming 82009-1828
IN REPLY REFER TO:
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Background: The following guidance is provided to assist employees in the proper use of the
BLM Internet and Email systems. Employees are responsible for reading and implementing this
policy.
Internet Usage
Employees are allowed limited personal use of the internet, with certain restrictions intended to
avoid unnecessary costs and burden to the telecommunications systems and to avoid
inappropriate use. Certain activities are absolutely prohibited on GFE; these activities include
but are not limited to:
• Visiting and downloading material from pornographic web sites
• Gambling
• Lobbying congress or any Government agency
• Campaigning or other political activity
• Online stock trading
• Online real estate activities
• Activity connected with any type of outside work or commercial activity
• Fundraising for external organizations
• Continuous audio or video streaming from commercial, private, news, or financial
organizations
Supervisors who suspect inappropriate use of the Internet by an employee may request a usage
report for that employee through the Human Resources Office, who will coordinate the
supervisor’s request with the National Operations Center.
Email Etiquette
• Employees will use common courtesy and treat others with respect and consideration at
all times. Attachment 1 provides guidance to help practice proper “netiquette.”
• Email messages will not contain any materials (text or graphics) which exceed the bounds
of generally accepted standards of good taste and ethics or be offensive to others.
Examples of unacceptable materials include crude jokes; disparaging remarks based on
race, religion, etc.; pornographic/lewd graphics.
• Chain letters will not be originated or forwarded by any BLM WY employee. Employees
receiving a chain letter will delete it and are encouraged to inform the sender that such
messages are not welcome.
• Employees will use discretion in deciding whether to send Email messages to large
groups of co-workers, as can be done by using “Group” addresses such as
“BLM_WY_ALL.” Messages should be sent to large groups of co-workers only when
warranted and only when it is clear that all employees have a need to know the content of
the message.
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• The email system should not be treated as a “BLM WY Intranet Chat Room,” and
personal opinions regarding specific issues should not be “cc’d” to all employees in an
office or several offices, even when a forum has been provided.
• Employees are not to share their User ID or password with anyone. To ensure this
security measure, employees must “lock” their work station as required under the
Department of the Interior (DOI) revised 375 DM 19 and the DOI Security Control
Standards.
? Users must understand they are responsible for all activity occurring on their
individual accounts while logged on. Lockout procedures, such as
or removal of smartcard must be utilized when away from their GFE computing
device. Screen savers should be enabled and set to automatically engage after ten
minutes or less of inactivity. Re-entry of the user’s username/password or
smartcard/PIN shall be required to unlock the user’s GFE computing device.
Users must log out of workstations at the end of their workday. Workstations
should remain on to enable remote administration.
Manual/Handbook Sections Affected: The BLM IT Security Handbook H-1264-1 was retired
January 2013; handbook is superseded by the DOI revised 375 DM 19 and the DOI Security
Control Standards.
Employees violating this policy will be subject to disciplinary action up to and including removal
from Federal service. Management reserves the right to limit or eliminate Internet and Email use
by an employee found to be in violation of this policy.
These guidelines reflect common sense for the vast majority of employees and will not alter the
manner in which the Email system is used.
Coordination: This policy was coordinated with the Human Resources Office (WY953) and the
Information Systems Management and Technology Office (WY9571).
If you have any questions, please contact Missy Cook, Human Resources Specialist, Employee
Relations at 307-775-6352, or rcook@blm.gov.
Signed by: Authenticated by:
Mary Jo Rugwell Sherry Dixon
Associate State Director Administrative Assistant
1 Attachment
1 - Netiquette (3 pp)
Distribution
Director (700), Rm. 5613, MIB 1 (w/o atch.)
Director (590), Rm. 700, LS 1 (w/o atch.)
CF 1 (w/atch.)