Use of Information Technology Resources

Electronic resources (i.e., personal computers, E-mail, Internet, etc.) are provided for the transaction of government business and no personal use is permitted.  All information processed electronically through the state's computer resources is the property of the state, and is subject to inspection, recording, monitoring or removal by management at any time.

Each agency is responsible for assuring that employees within their organizational authority have been made aware of the provisions of the Internet and Electronic Mail Acceptable Use Policy (CIO-060), that compliance by the employee is expected, and that intentional, inappropriate use of Internet and E-mail resources may result in disciplinary action pursuant to KRS 18A up to and including dismissal.  Employees are also responsible for adhering to the provisions set forth in the UserID and Password Policy (CIO-072).

The acceptable use of Internet and E-mail represents the proper management of a state business resource. The ability to connect with a specific Internet site does not in itself imply that an employee is permitted to visit that site. Supervisors should work with employees to determine the appropriateness of using the Internet and E-mail for professional activities and career development during working hours, while ensuring that employees do not violate the general provisions which prohibit using the Internet and E-mail for personal gain.

This policy applies when the Commonwealth's Internet and E-mail resources are being used by employees, regardless of the time of day, location or method of access. Monitoring tools are in place to monitor employees' use of electronic mail and the Internet. Employees shall have no expectation of privacy associated with E-mail transmissions and the information they publish/store on the Internet using the Commonwealth's resources.

Excessive personal use of the Commonwealth's E-mail or Internet resource shall lead to loss of the privilege to use them.

• State employees have an obligation to use their access to the Internet and E-mail in a responsible and informed way, conforming to network etiquette, customs, courtesies, and any or all applicable laws or regulation.
• As with other forms of publications, copyright restrictions/regulations shall be observed.
• Employees shall be aware that their conduct or information they publish could reflect on the reputation of the Commonwealth. Therefore, professionalism in all communications is of the utmost importance.

Since the Internet constitutes an uncensored worldwide network, and E-mail provides for peer-to-peer communications between participants, they also have great potential for misuse.

An abuse may result in revocation of access, notification of agency management, and disciplinary action up to and including dismissal. Examples of inappropriate conduct include, but are not limited to:

• Using the Internet and E-mail for personal gain or personal business activities in a commercial connotation such as buying or selling of commodities or services with a profit motive.

Engaging in illegal activities or using the Internet for any illegal purposes, including initiating or receiving communications that violate any laws and regulations, including KRS 434.840-434.860 (Unlawful Access to a Computer) and KRS 512.020 (Criminal Damage to Property Law). This includes malicious use, spreading of viruses, and hacking. Hacking means gaining or attempting to gain the unauthorized access to any computers, computer network, databases, data or electronically stored information.

• Transmitting statements, language, images or other materials that are reasonably likely to be perceived as offensive or disparaging of others based on race, national origin, sex, sexual orientation, age, disability, religious or political beliefs.
• Using abusive or objectionable language in either public or private messages.
• Knowingly visiting pornographic or illegal sites, disseminating, soliciting or storing sexually oriented messages or images.
• Misrepresenting, obscuring, suppressing, or replacing a user’s identity on the Internet or E-mail. This includes the use of false or misleading subject headers and presentation of information in the distribution of e-mail.
• Sending or forwarding chain letter.
• Developing or maintaining a personal Web page on or from a Commonwealth device.
• Distributing or forwarding unsolicited commercial E-mail.
• Soliciting money for religious or political causes, or advocating religious or political opinions.
• Using official dissemination tools to distribute personal information to include any information that constitutes an unwarranted invasion of personal privacy as defined in the Kentucky Open Records Act, KRS 61.870.
• Copying, disseminating or printing copyrighted materials (including articles, images, games, or other software) in violation of copyright laws.
• Other non business related activities that will cause congestion, disruption of networks or systems including, but not limited to, Internet games, online gambling, online auctions such as eBay, stock and sports ticklers, stock trading, Internet radio, unnecessary Listserve subscriptions and E-mail attachments, and chat rooms, such as Internet Relay Chat (IRC), I Seek You (ICQ), AOL Instant Messenger and similar computer conferencing chat rooms on the internet, downloading music or videos.