Overview

Description: This policy outlines the approved use of instant messaging technology over the DHS network. Instant messaging technology provides users with the capability of communicating over the DHS network in real time or near real time.

Purpose/Rationale: The purpose of this policy is to ensure the secure use of instant messaging (IM) technology over the DHS network and to designate that only the approved DHS standard for IM technology may be used. Instant messaging technology has the capability of providing key benefits to staff including the ability to see when others are connected, the ability to provide a back channel communication other than phone or e-mail, and real time or near real time response.

Applicability: All individuals granted access to the DHS network and information systems including but not limited to full and part-time employees, temporary workers, volunteers, contractors, and those employed by others to perform DHS work, 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.

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Policy

1. General
1. Internal communications only. Instant messaging (IM) technology use is allowed for internal communications within the DHS network only. Internal means communications between individuals with accounts on the DHS network.
2. No external communications. IM technology use is not allowed for external communications outside of the DHS network. External means communications between an individual with an account on the DHS network and an individual who does not have an account on the DHS network.
3. Use only DHS-provided technology. IM communications shall be through the DHS-provided IM technology.
4. Exception. Use of unauthorized, non-standard, or unapproved IM technology is prohibited without an approved exception from the Chief Information Officer and the Information Security Officer. Approvals will be reserved for those in cases when denial of an exception request would create a situation where a critical business need could not be met.
5. Local management option. Local management may determine whether IM technology will be activated in their respective office(s).
2. Compliance
1. All IM use shall comply with applicable policies, laws, and regulations.
2. DHS reserves the right to perform random or for cause monitoring of IM transmissions.
3. Use
1. IM is intended for work related communications only.
2. Do not use HIPAA or confidential information in IM communications.
3. Do not send attachments or files using IM technology.
4. Do not accept or open IM attachments transmitted through the IM service.
5. No IM communications on the DHS network should be considered private.
6. Any printed or saved IM communications by any party shall cause the communication to be considered a public record and shall be handled under public record rules.

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Procedure(s)

• DHS-070-007-02, Information Technology Standards Exception Procedure

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Form(s)

• None

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Reference(s)

• DHS Information Technology policies
• DHS Information Security policies

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Definition(s)

Instant Messaging: Service enabling the ability for real-time or near real-time communications over a network or the Internet

Internal communication: Communication between individuals with accounts on the DHS network

External communication: Communication between an individual with an account on the DHS network and an individual who does not have an account on the DHS network

• Also see Common Terms for DHS Office of Information Services policies
• Also see Common Terms for department-wide support services policies

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Contact

• Name: Natalie Barnes; Phone: 503-945-6244; Email: natalie.s.barnes@state.or.us

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Policy History

• Version 1.0:
  • 02/01/2006 - Initial Release

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If you have comments about this site, send email to dhs.policyinfo@state.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