Sample Electronics Policy

1.0 COMPANY COMMUNICATIONS

ABC Fire Department provides or outsources the communication services and equipment necessary to conduct the business of an emergency service organization (ESO), and to send and receive business mail/packages at the department's address.

A separate acknowledgment form (to be developed by ABC Fire Department) specifically sites the department’s right to access or monitor all communications using the department's electronic communication systems. Therefore, personnel must not use department systems to transmit any messages or to access any information that they would not want a third party to hear or see. Although incidental and occasional personal use of the department's systems is permitted, any such personal use will be treated the same as all other communications under this policy.

Personnel should understand that they may be held accountable for any costs incurred by that usage. Personnel are expected to familiarize themselves with the types of communication services and equipment used by the department. Many of these services have usage charges or other related expenses. Personnel should be aware of these costs and should exercise care in choosing and using the proper medium for each business communication.

Examples of communication media include:

• Telephone
• Facsimile machine (FAX)
• Low band two way radios
• High band two way radios
• Alpha/digital pagers
• Computers/E-mail
• Voice mail
• Cell Phones/Walkie-Talkie
• Photocopier

1.1 Computers, Internet, and E-mail

ABC Fire Department permits the proper use of computers, the internet, and electronic mail in accordance with these guidelines to ensure appropriate communications and to protect the integrity and security of our information system.

1.1.1 The Internet

Many websites have software, which can identify the user accessing the site. When accessing sites, be aware that such access may be tagged or identified with the user name and the department name. The intentional access and use of internet sites in a manner that could compromise ABC Fire Department in any manner is prohibited. Disclosing privileged and/or confidential information and offering opinions or advice over the Internet must not occur. ABC Fire Department has the right to monitor internet access (all messages sent, sites accessed, and information downloaded). All such information is the property of ABC Fire Department reserves the right to review and disclose such records or information with or without prior notice. Internet access is intended primarily for department business purposes. It is recognized that the internet has become a versatile resource with both positive and negative attributes. Personnel may access the internet for non-business purposes with the following restrictions:

• Internet access must never interfere with work assignments
• Personnel must complete all assigned chores prior to accessing the internet.
• Unless an employee has his/her own laptop, the “play” computer should always be used by operations personnel for non-business internet access. Only if the “play” computer is not available may personnel use another computer room work station for this purpose.
• Content controls have been activated on computer room and dispatch office workstations. Program downloads have also been blocked for staff level computers. Anyone caught attempting to deactivate or by-pass those controls will be disciplined.
• Personal laptop users do not have the same controls, but all network users are prohibited from:

- Viewing, accessing, or sending sexually explicit or offensive materials, or any materials that may be offensive, hostile or harassing with respect to anyone’s race, color, national origin, ancestry, religion, sex, sexual preference, age, disability, political belief, military service, or any other protected class

- Downloading of programs and other executable files (without prior permission from the management)

- Downloading or copying information (e.g. sounds, images, documents, etc.) or programs in violation of copyright and software licensing laws

- Using the Internet for unauthorized access to other computer systems

- Using the Internet to distribute or receive destructive programs (i.e., viruses and/or self-replicating code), etc.

- Use of the Internet for personal commercial or profit-generating activities or for personal advertisements, solicitations, promotions, political material, or any other similar purposes

- Sending or posting confidential material, including information about internal department matters.

- Engaging in unauthorized transactions that may incur a cost to the department or initiate unwanted Internet services and transmissions.

- Sending or posting messages or material that could damage the department's image or reputation.

- Sending or posting messages that defame or slander other individuals.

- Attempting to break into the computer system of another organization or person.

- Refusing to cooperate with a security investigation.

- Sending or posting chain letters, solicitations, or advertisements not related to department purposes or activities.

- Using the Internet for political causes or activities, religious activities, or any sort of gambling.

- Jeopardizing the security of the department's electronic communications system.

- Sending or posting messages that disparage another organization’s products or services, including other companies.

- Passing off personal views as representing those of the department.

- Engaging in any other illegal activities or assisting others to engage in such activity via the computer equipment, electronic mail or the Internet.

1.1.3 Company E-mail

ABC Fire Department e-mail is reserved for business purposes only. Personnel shall not use our e-mail server to send personal information or discuss private matters about anyone, including themselves. In addition:

• Except as may be specifically permitted under our department’s privacy policies, patient information should not be sent via e-mail.
• Any defamatory, insulting, derogatory or sexually offensive remark about any person or group of persons utilizing e-mail or other communication medium is prohibited.
• Any individual who violates this requirement may be subject to disciplinary action, including termination.
• Improper use of e-mail may also expose personnel to criminal charges

1.2 External Correspondence

Only duly authorized personnel are to use the company letterhead or reference the department in correspondence. Correspondence bearing the company name or logo must first be approved by management before it is mailed or faxed to others outside the department.

Personal stationary or business cards depicting the company name or logo must be authorized by an officer of the department.

1.3 Telephone Usage

The telephone system (including voicemail) at ABC Fire Department is the property of the department and is provided for business purposes. Telephone systems may be periodically monitored to ensure compliance with this policy. Therefore, personnel should not consider their telephone conversations to be private. The company cannot, and will not, accept responsibility for the prompt or accurate relay of personal messages.

Use of department phones for personal use must be strictly limited.

1.3.1 Personal Cellular Telephones

Personal cellular telephones are permitted to be carried while on duty but they must be placed on silent mode so that calls are directed to voice mail. Messages may be checked on “down time” when the individual is not actively involved in a call or performing work duties.

Cellular phones may be used for personal purposes, but conversations shall be limited to five (5) minutes, and never be cause for delay in responding to a patient or beginning an assignment. When attending to a patient or while operating a company vehicle, personnel shall not, under any circumstances, respond to (or make) a personal cellular telephone call, send text messages, or check electronic mail.

In the interest of protecting personnel documents, patient confidentiality, and to prevent the capture of inappropriate data, under no circumstances shall any personnel be permitted to use the camera feature of the phone during work hours.

Additionally, no other personal electronic devices, including PDA’s, cameras, or personal computers (unless issued or authorized by the department for patient care/billing purposes) shall be carried by personnel while on duty.

Personnel are prohibited from using personal cellular telephones or PDAs during the period between the dispatch of a call and the time that the call is cleared. This is to prevent any distractions while engaged in patient care, and to avoid any possible interference with equipment that may occur based upon the cellular activity.

1.3.2 Company-Issued Cellular Phones

Department-issued cellular phones or PDAs shall be used for business purposes only, including, but not limited to, making contact with dispatch, medical command, or a receiving hospital. Personal use of department-issued cellular phones requires authorization from a department officer.

Personnel may not utilize a cellular telephone or PDA while driving. If cellular communication is necessary, the passenger should handle the telephone. An exception will be made for single person crews, provided state law allows cell phone usage while driving. Phone usage time, in such cases, must be kept to a minimum.

Where necessary and practical, ABC Fire Department will install compatible hands-free cellular telephone equipment in one-person vehicles.

1.4 Personal Mail

Personnel are not to use the department’s address for receiving personal mail unless the delivery is approved by the Chief or President. Personnel may not use department stationary or postage for personal letters. All mail delivered to the company is presumed to be related to company business. Mail sent to you at the company will be opened by the office and routed to your department. We will not accept C.O.D. deliveries. If you do not wish to have your correspondence handled in this manner, please have it delivered to your home. Abuse of the Department mail system may result in disciplinary action.

1.5 Software Policy

ABC Fire Department regulates personnel use of its computer software. Individuals may not duplicate any licensed software or related  documentation for use at the department or elsewhere, unless expressly authorized to do so by written agreement with the licensor. And you may not provide licensed software to anyone outside the department. Personnel should be aware that the illegal duplication of software may result in the filing of criminal copyright charges by the owners of the copyrights and can subject both the individual and the department to liability.

All software that ABC Fire Department acquires must be authorized by an operations or administrative officer. Upon delivery, all software must be registered properly.  You may not load personal software or download software from the internet on department computers without authorization from the Chief or President.

1.6 Communication with Press or Media

All media inquiries in relation to ABC Fire Department must be referred to the Chief or President of the department who will respond directly or designate another spokesperson to help draft or direct an appropriate response. In particular, no crew member should provide comment to anyone not directly involved in the treatment of the patient. This policy covers all forms of responses to the media, including off-the-record and anonymous statements.

1.7 Bulletin Boards

Check all the bulletin boards regularly to obtain important information about department events and policies. Only authorized personnel may post information on department bulletin boards. Management must approve all postings. See the Chief or President to obtain approval for a bulletin board posting.

Available Resources

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