Administrative Services

Acceptable Use of Information-related Technology

Frequently Asked Questions:

#1. What is meant by the terms limited, incidental, and minimal?
Appropriate and productive use of work time is an expectation of all DHS employees. DHS policy allows for use of the information-related technology on a limited basis for incidental personal purposes. DHS policy also says that the degree or extent of personal use must be minimal. What is meant by the terms limited, incidental, and minimal?

These terms mean that the use should not be frequent or a part of a daily plan. Personal use that is considered excessive includes:

• Engaging in a running conversation with one or more individuals, or several single conversations with different individuals
• Initiating or forwarding personal messages to group mailing lists
• Creating group mailing lists for personal use
• Forwarding personal messages to other people such as jokes, chain letters, stories, or poems

When in doubt about what constitutes excessive use for personal business, ask your supervisor or contact the DHS Office of Human Resources.

#2. Can I use the Internet for personal use during my morning and afternoon coffee break?
Yes. Limited personal use is allowed during rest breaks as well as meal breaks, which is when non-work related business should be done.

#3. Am I allowed to use e-mail during my coffee break?
Yes. Although personal use is not restricted to meal breaks, normally, any personal use should take place on meal or rest breaks, which is when non-work related business should be done.

#4. Is it OK to use the Internet to search for promotional opportunities within the State of Oregon during the workday?
Employees may search for state jobs on state time by accessing information through the DHS HR website, which links to DAS, so long as it is minimal. However, accessing non-state job listings through websites such as Monster.com, must be done during appropriate personal use times.

#5. When using the Internet and a pop up window opens, does my history show that I have visited that site, thus potentially showing inappropriate use of the Internet?
Yes. A pop-up window will show in the user's history file. OIS is looking at various "Pop Up" blocking software to evaluate the feasibility of use in the DHS environment.

#6. Are users allowed to shop on line for personal use?
Yes. The guiding principal is that the use does not cost the state any money nor are you avoiding costs through use of assigned equipment. For example, users must use a personal payment method and use a personal/home shipping address.

#7. Is HR’s approval needed before any monitoring can take place? Are employees notified if monitoring is going to take place?
HR’s approval is needed only in the case of intensive monitoring for cause. Random monitoring does not require HR’s prior approval. Prior notice to an employee is not always given before monitoring.

#8. Are chain letters acceptable use within the e-mail system?
No. Electronic chain letters are not an appropriate use of the e-mail system and are considered a violation of the DHS e-mail policy.

#9. Can I play music CDs and DVDs on my assigned IT equipment?
Yes (review the the Information Security Office email regarding acceptable use).

See additional Email System Use Guidelines and Email Etiquette Guidelines

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Policy and Procedure(s):

• DHS-070-004, Acceptable Use of Information-related Technology Policy

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Form(s):

• None

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Contact(s):

• Name: Natalie Barnes; Phone: 503-947-5499; Email: natalie.s.barnes@state.or.us

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If you have comments about this site, send email to dhs.policyinfo@sate.or.us.

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