HALTON’S CORPORATE POLICIES - TECHNOLOGY
CORPORATE POLICY-USER TECHNOLOGY AGREEMENT
Region of Halton User Agreement
Policy on Use of Regional Technology
(Approved by Management Committee: January 26th, 2010)
Corporate Policy format
Policy Statement
Halton Region encourages individuals to use Regional Technology in conducting the business of
government, communicating with other authorized individuals and with the public, to gather information
relevant to their duties, and to develop expertise in using Regional Technology. However, the use of
Regional Technology is provided at the Region’s discretion for business use only and therefore, its use
is not the right of employees and must be subject to the terms and conditions of use as outlined in this
policy.
PRIOR TO THE USE OF REGIONAL TECHNOLOGY, ALL USERS ARE REQUIRED TO READ THIS
POLICY AND ELECTRONICALLY ACKNOWLEDGE THEIR AGREEMENT TO COMPLY WITH IT.
Business Use Only
Regional Technology may be used solely for purposes that benefit the Region and are directly
applicable to a User’s job.
Regional Property
Regional Technology is a corporate resource and as such, the Region retains ownership of all the
equipment that comprises it. The Content generated by or transmitted through Regional Technology
shall be deemed the property of the Region. The procurement, installation, and support of Regional
Technology is the sole responsibility of the Information Technology (IT) division of Halton Region.
Scope of Application
This policy applies to all Users and all Regional Technology and is in accordance with the IT Standards.
The standards will define processes and practices that all Users adhere to, to ensure the appropriate
security of Content.
When there is not a Regional information security standard in place, the use of Technology must be for
business use only and aligned with the Region’s Code of Conduct Policy.
As the delegate authority, the Director of IT is responsible for development, progressive introduction
and monitoring the efficiency and effectiveness of the information security standards.
Definitions
Access: means permitted use of the Regional Technology.
Content: means any email, electronic document, voice mail or any other record created electronically
through the use of Regional Technology.
Monitoring means recording and/or analyzing a User’s activity on the use of Regional Technology.
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HALTON’S CORPORATE POLICIES - TECHNOLOGY
CORPORATE POLICY-USER TECHNOLOGY AGREEMENT
Networks are groups of electronic devices that can communicate with each other. These networks
include the Internet, electronic mail, voice network and any other networks internal to the Region and
public and private networks external to the Region.
Region means The Regional Municipality of Halton.
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Regional Technology means all computers, computer systems, hardware, software, email, internet,
intranet, photocopiers, print shop technology, external data storage devices, telephone and cellular
systems in use for the benefit of, or operated by the Region.
User means anyone who has been granted Access to all or any part of Regional Technology and
includes but is not limited to employees, contractors, consultants and agents of the Region.
Unacceptable Activity means any activity that threatens the operation or integrity of Regional
technology or that involves the use of Regional technology for purposes unrelated to the User’s work
responsibilities, including but not limited to: misrepresentation of the Region, the sharing of passwords,
or failure to notify Technology Services of Unauthorised Activity and Unlawful Activity
Unlawful Activity means any activity prohibited by law.
Hardware - means all authorized computers, telecommunications, and other information technology
devices supplied to Users, by the Region.
Software – means the authorized corporate software packages that Users can run on their Regional
Technology.
Standards – means the IT Standards that act as blueprints and define information security at the
Region.
Monitoring
While the Region is committed to respecting the privacy of employees, it still reserves the right to
monitor use of its systems and equipment. The Region will not regularly monitor individual use. In
addition, at no time, may IT staff review the individual employee’s files out of personal curiosity or at the
behest of individuals who have not gone through the proper approval channels.
Under certain circumstances the Region may monitor a User, including but not limited to the
following circumstances:
1. Where a supervisor has reasonable grounds to suspect that a User is engaging in Unacceptable
Activity or Unlawful Activity using Regional Technology, the supervisor shall report to Human
Resources and shall identify the parts of this Policy that the User is suspected of violating. Human
Resources may then direct IT to monitor the User’s use of Regional Technology and IT shall undertake
such Monitoring in conjunction with Human Resources. If, after monitoring, the User is found to be in
violation of this Policy, disciplinary action may be taken.
2. In order to ensure the ongoing availability, reliability, security and maintenance of Regional
Technology, the Region regularly collects statistical data about the use of all Networks and
unauthorized software or hardware. Such data includes, but is not limited to User access to the World
Wide Web as well as the flow, origin and destination of inbound and outbound email. Where this
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HALTON’S CORPORATE POLICIES - TECHNOLOGY
CORPORATE POLICY-USER TECHNOLOGY AGREEMENT
statistical data indicates that a User’s use of the Region’s Network threatens the structure or integrity of
the Region’s Network or is not related to Regional business, IT, in conjunction with Human Resources,
may take any step to preserve the structure or integrity of the Network.
Corporate Policy format
3. The Region reserves the right to filter and quarantine both inbound and outbound electronic content,
including but not limited to, e-mail and web content in order to ensure the availability, reliability and
security of the Network.
Violation of this Policy
Failure to comply with the terms and conditions outlined in this policy shall result in appropriate
disciplinary action which may include, if the circumstances warrant, termination of the User’s
employment.
Consent /Acknowledgement
Each User will have to accept the following consent / acknowledgement:
The undersigned has read the Region of Halton User Agreement on the use of Regional Technology
and understands the policies and procedures described therein. The undersigned agrees to abide by
the policies and procedures described. The undersigned furthermore understands that violators of this
User Agreement are subject to appropriate disciplinary measures including the termination of
employment. The Undersigned understands that Access to Regional Technology is provided at the
Region’s discretion for business use only and therefore may be changed or revoked at the sole
discretion of the Region. This Agreement automatically terminates upon the cessation of employment
with the Region.
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