Description: This policy outlines acceptable uses of DHS information-related technology. This includes, but is not limited to, all present and future forms of hardware, software, and services for data processing, and office automation (including e-mail, networks, Internet, printers, and other computing devices and applications).
Purpose/Rationale: Information-related technology is provided to automate business processes used within DHS, including workflow, access to and storage of information, communications, research, and more. Information-related technology investments shall be reserved for DHS business, with minor exceptions as noted.
Applicability: All individuals who have been granted access to DHS information-related technology or systems, including but not limited to full- and part-time employees, contractors, temporary workers, those employed by others to perform DHS work, and others with approved access are covered by this policy and shall comply with this and associated policies, procedures, and guidelines.
Failure to Comply: Failure to comply with this policy and associated policies, standards, guidelines, and procedures may result in disciplinary action up to and including dismissal from state service for employees or termination of contracts for contractors, partners, consultants, and other entities. Legal action also may be taken for violations of applicable regulations and laws.
- Installations shall be controlled.
All installations of information-related technology within
DHS shall follow department policies and procedures. (See
DHS agency-wide policies: http://www.dhs.state.or.us/policy/)
- Information-related technology and systems
are for DHS business only. Except as allowed under this
policy, systems shall be used only for the business of DHS
as defined by DHS through its managers and supervisors.
- Systems and information are state property.
All systems and information are, and shall remain, the property
of DHS, subject to its sole control. No part of DHS systems
or information is, or shall become, the private property of
any system user. DHS owns all legal rights to control, transfer,
or use all or any part or product of its systems. All uses
must comply with this policy and with all other department
and state policies and rules that apply. Nothing in this policy
limits any rights of DHS to control its systems, their uses,
- DHS has full control and access to information.
- Control. DHS reserves, and intends
to exercise, all rights relating to information used
in its systems.
- DHS intends to trace, review,
audit, access, intercept, block, restrict,
screen, delete, recover, restore, publish,
or disclose any information, in accordance
with applicable disclosure of information policies.
- DHS may withdraw permission
for any or all personal or business uses of
its systems at any time without cause or explanation.
- No one shall grant access
to systems without DHS authorization. All access
shall initially default to "denied." Access
shall be granted as needed.
- Access. Scramblers, encryption methods,
re-mailer services, drop-boxes, or identity stripping
shall not be used without DHS approval, access, and control.
- No user shall attempt to
access another user's account without DHS authorization.
- No user shall use DHS systems
to attempt unauthorized access to any information
or other system.
- Public records are controlled by DHS.
All system administrators and users shall comply with public
record retention laws and rules, including records that are
contained in electronic form (i.e. electronic files, data,
e-mail, and other forms of electronic communications).
- DHS reserves sole discretion to decide
what information is a public record.
- DHS may disclose any public record
without permission or knowledge of any systems user.
- Except as noted in this policy,
users may not expect that any personal use of DHS systems
will be private or privately owned.
- Uses must reflect the department image.
Uses do not all have to be formal; but they must be professional.
- Uses must be lawful and inoffensive.
Uses of DHS systems must not be false, unlawful, offensive,
- Unless DHS duty requires it, no use
shall contain profanity, vulgarity, sexual content, or
character slurs. No use shall make inappropriate reference
to race, age, gender, sexual orientation, religious or
political beliefs, national origin, health, or disability.
- Copyrighted or licensed information
shall be used only with full legal right to do so. For
example, this policy requires that individuals using
commercial software must honor the licensing agreements
that govern the use of that software.
All use shall protect the technology and DHS information from risk,
comply with policies, laws, and regulations, and reflect an acceptable
image of DHS thus ensuring the confidentiality and availability
- Electronic Publishing
- All electronic publishing is restricted
to DHS business as defined by DHS. All publishing requires
DHS authorization. Publishing means using systems to disseminate
or spread information to the public or beyond the user's area
of authority within DHS. Examples include newsletters, Web
pages, fliers, chain letters, e-mail broadcasts, and postings
to Internet groups or to e-mail lists.
- Internal publishing of employee events
is a mixed state and personal business and must be authorized
by DHS. Examples include charitable drives, retirements,
parties, or whatever the agency deems suitably related to
- Web Use
- Use of Web technology. All use of
Web technology shall comply with this policy, DHS security
policies, and any other DHS policies, procedures, and guidelines
relating to the Web.
- Review of Web content required. All
published Web content shall be restricted to DHS business
as defined by and through DHS management. All content must
be reviewed by a program supervisor or manager prior to publishing.
Published content must follow communication guidelines and
standards as established by DHS.
- Posting/publishing on Web. DHS, through
supervisors and managers, may authorize a user to post (publish)
queries or represent DHS by posting professional comments
to useful groups. Comments must conform to this policy. Content
and frequency of posting must reflect the interest of DHS,
not the user.
- Ordering goods through Web. Personnel
authorized to make payment by credit card for goods ordered
through the Web are responsible for the safe and appropriate
use of the Internet.
- Downloads from Web:
- Downloads of business-related information
- Downloads of applications or programs
must be authorized by the supervisor and approved by
OIS through DHS-070-007-02, Standards
- Downloads that would update existing
software must be authorized through OIS. Contact the
OIS Help Desk.
- Establishing new business channels
via the Web: DHS Web connections shall not be used to
establish new business channels without prior DHS authorization
through DHS-070-014-03, Request to
Connect to DHS Network Backbone (by Non-DHS Organization)
Procedure. Examples include electronic data interchange
(EDI) arrangements, electronic malls with on-line transactions,
on-line database services, etc.
- Personal Use
- Personal use of DHS technology is permitted
on a limited basis for incidental purposes.
- Inappropriate examples: Uses requiring
substantial expenditures of time, uses for profit, or
uses that would otherwise violate DHS policy.
- Appropriate examples: Limited Web searches
for personal research, self-study, and preparing a resume
or application for a state job.
- DHS has sole discretion to determine whether
a use is personal or business or if it is incidental use.
- Acceptable mixed use of state and personal
use may be permitted at times as approved by the supervisor.
- Examples include: Creating and printing
a state job application, a resume, personnel and benefits
papers, necessary materials for state-paid courses of
study, or special event notices such as retirement announcements.
- Any personal use:
- Must conform to other sections of this
- Must take place during rest or meal
- Not allowed before, after, or
- Exception: Incidental, personal
use of e-mail is permitted outside of breaks.
- Must be limited, incidental, and minimal.
The use should not be excessive or a part of a daily
plan. When in doubt about what constitutes excessive
use for personal business, ask your supervisor or contact
the DHS Office of Human Resources.
- Must be at virtually no cost to the
state. The cost of personal use must always be minimal
compared to use for assigned work.
- Must not include installing,
downloading, or executing personal software. This includes
no-cost, non-licensed software.
- Unacceptable example: User-supplied
or Web downloads of screen saver software are not
allowed. Only the screen saver software supplied
with the operating system of the desktop is allowed.
- Acceptable example: Minimal,
limited quantity of personal files placed on the
local hard drive only, not on network drives. Files
must comply with all other use and security requirements,
i.e. no security risk, non-offensive, non-interfering
with others or desktop operation.
- Must not include connecting privately
owned devices to the DHS network or other DHS devices
without proper authorization.
- Must not include any system or device
that the user does not employ in his or her assigned
work. DHS-owned system devices taken home remain subject
to this policy.
- Must not adversely impact the capacity
of or cause a security risk to information-related technology
- Adverse impact on system capacity:
When someone accesses/listens to radio channels
or views videos over the Internet. These activities
are not allowed.
- Adverse security risk: Downloads
of files not scanned for viruses or an executable
file downloaded to the desktop or network drives
- Must not include accessing non-secure,
personal Web-based accounts.
- Must not include instant messaging
technology for personal communications.
- Must not include playing computer games,
whether Internet, personal, or those included within
approved software applications.
- Must not be for or on behalf of any
organization or third party.
- Must not include publishing personal
content to the Web. This bars personal web pages, personal
postings to Internet groups, chat rooms, web pages, or
- Must not include soliciting, lobbying,
recruiting, selling, or persuading for or against commercial
ventures, products, religious or political causes, outside
organizations, or the like.
- Must not interfere with others' ability
to work, i.e. headphones are required for audio devices,
or the volume must be kept low enough not to be heard
outside the employee's immediate work area.
- Must not include creating, sending,
or forwarding junk mail or chain letters.
- Must not include activities that result
in personal gain.
- Must not be for political purposes.
- Union Use
Refer to union contract for negotiated allowable uses of information-related
technology, such as use of the DHS e-mail system.
- Version 1.0:
- 12/10/2004 - Initial Release (Supercedes
AS-070-011, version 2.0, Internet Use policy)
If you have comments about this site, send email to firstname.lastname@example.org.
Oregon Department of Human Services
500 Summer St. NE E25, Salem, OR 97301-1098
Phone: (503) 945-5944
Fax: (503) 378-2897
TTY: (503) 947-5330