Corporate usage of instant messaging Corporate usage of instant messaging
Corporate usage of instant messaging
Corporate usage of instant messaging
- You have been asked to draft a corporate usage policy regarding the use of instant messaging. The policy should encourage the use of IM and chat while also providing useful guidance to avoid potential problems. What would you say in the policy?Permalink: https://collepals.com/corporate-usage-…nstant-messaging/
State of West Virginia Office of Technology Policy:
Acceptable Use of Instant Messaging
Issued by the CTO
Policy No: WVOT-PO1010 Issued: 11/24/09 Revised: 10/20/2017 Page 1 of 4
1.0 PURPOSE
This policy details the use of State-approved instant messaging (IM) systems and is intended to:
• Describe the limitations of the use of this technology;
• Discuss protection of State information;
• Describe privacy considerations when using the IM system; and
• Outline the applicable rules applied when using the State-provided system.
This document is not all-inclusive and the WVOT has the authority and discretion to appropriately
address any unacceptable behavior and/or practice not specifically mentioned herein.
2.0 SCOPE
This policy applies to all employees within the Executive Branch using the State-approved IM
systems, unless classified as “exempt” in West Virginia Code Section 5A-6-8, “Exemptions.” The
State’s users are expected to be familiar with and to comply with this policy, and are also required
to use their common sense and exercise their good judgment while using Instant Messaging
services.
3.0 POLICY
3.1 State-provided IM is appropriate for informal business use only. Examples of this
include, but may not be limited to the following:
3.1.1 When “real time” questions, interactions, and clarification are needed;
3.1.2 For immediate response;
3.1.3 For brainstorming sessions among groups;
3.1.4 To reduce chances of misunderstanding;
3.1.5 To reduce the need for telephone and “email tag.”
3.2 Employees must only use State-approved instant messaging. Employees are
prohibited from downloading and using personal, consumer-grade IM software
(e.g. AOL Instant Messenger, Yahoo) to transmit messages, unless specifically
approved by WVOT.
Policy: Acceptable Use of Instant Messaging
State of West Virginia Office of Technology
Policy No: WVOT-PO1010 Issued: 11/24/09 Revised: 10/20/2017 Page 2 of 4
3.3 The State reserves the right to monitor and/or keep a record of all IM
communications without prior notice. Employees should have no expectation of
privacy in the use of State-provided IM systems.
3.4 Employees may not use IM to transmit confidential, proprietary, personal, or
potentially embarrassing information about the State, its employees, citizens,
business associates, the media, or other third parties.
3.5 No sensitive information, including Federal Tax Information (FTI) and Personally
Identifiable Information (PII) may be shared through Instant Messaging.
3.6 Employees may not use IM to transmit personal information related to an
individual’s health status, including any information protected under the Health
Insurance Portability and Accountability Act (HIPAA) or other applicable privacy
statues.
3.7 The State is under no obligation to retain IM. However, all IM communication
should be treated as business records that may be retained and used as evidence
in litigation, audits, and investigations and disclosed without the permission of the
authorized user who created the message.
3.8 IM content may be subject to various types of access requests, including under the
Freedom of Information Act (FOIA).
3.9 Only minimal personal use (non-State-business activity) of State-provided IT
resources is permitted, and should not interfere with the legitimate business of the
State. (See WVOT – State of West Virginia Information Security Policy, Appendix
A)
3.10 All employees must adhere to rules regarding unacceptable uses of IT resources.
Examples of unacceptable uses include, but are not limited to the following: (For
more examples, see appendix “A” of WVOT-PO1001):
3.10.1 Any use which violates local, state, or federal laws;
3.10.2 Any use for viewing, transmitting, receiving, saving, or printing sexually
explicit material;
3.10.3 Any use for promoting harassment or illegal discrimination on the basis of
race, gender, national origin, age, marital status, religion, or disability;
3.10.4 Any use for dispersing data to customers or clients without authorization;
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