To outline the rules and responsibilities for staff using Thunder Bay Public Library (TBPL) online resources and the acceptable uses of those resources. It is every user’s duty to use TBPL online resources in a professional, ethical and lawful manner. Public patron usage is covered in another policy.

To protect the reputation of TBPL, and all TBPL online resources, from irresponsible or illegal activities, and to ensure the privacy, security and reliability of the TBPL network and software applications.

To ensure that staff use of online systems is consistent with TBPL’s Vision Purpose and Values.

To protect TBPL by providing staff with guidelines for the acceptable use of computers, online systems and any other devices issued to staff.

To ensure staff understand inappropriate uses that are not acceptable and that may result in disciplinary measures.

This policy covers staff use of TBPL computers and mobile devices, Library email and network, and participation in online forums where staff are self-identified as, or known to be employees of TBPL.

This policy applies to all employees, vendors and partners who are assigned (or given access to) a corporate email. This email may be assigned to an individual (e.g. employeename@tbpl.ca) or group or alias (e.g. info@tbpl.ca.)

Definitions

"Offensive Material" means material that is obscene or pornographic (including sexually explicit material, nudity, sexually explicit jokes, sexually degrading material), racially offensive or degrading, defamatory, discriminatory, or hate propaganda.

Acceptable Use of Systems

Staff should use TBPL technology according to the following criteria:

1. Only for Work: The systems provided by TBPL are intended to support library operations and work.
2. Take Personal Responsibility: By using the TBPL provided hardware, software, and network systems staff assume personal responsibility for their appropriate use and agree to comply with this policy and other applicable policies, as well as, provincial and federal laws and regulations.
3. Know and comply with the Rules: Staff use will comply with this policy, as well as with applicable licenses, acceptable use terms, contracts, and agreements. It is a personal staff responsibility to read and understand the applicable terms of use for the systems used.
4. TBPL Ownership: Content and work done on TBPL systems by staff is owned by TBPL
5. Do not Make Unauthorized Copies: Unless otherwise provided in the applicable license or agreement, any duplication of copyright software, except for backup and archival purposes, may be a violation of federal and provincial law. In addition to violating such laws, unauthorized duplication of software is a violation of Thunder Bay Public Library policy.
6. Password Security: Employees must:

• • Select strong passwords with at least eight characters (capital and lower case letters, symbols and numbers) without using personal information (e.g. birthdays.)
  • Remember passwords instead of writing them down and keeping them secret.
  • Change passwords promptly if they suspect a breach or when required by the organization.
• 7. Internet, Email and Document Security: Employees shall be vigilant to catch emails that carry malware or exploiting attempts.

We instruct employees to:

• Wave your mouse over a link to read and check its contents.
• Avoid opening attachments and clicking on links when content is not adequately explained (e.g. “Watch this video, it’s amazing.”)
• Check email and names of unknown senders to ensure they are legitimate.
• Look for inconsistencies or style red flags (e.g. grammar mistakes, capital letters, excessive number of exclamation marks.)
• If an employee isn’t sure that an email they received is safe, they can ask our I.T. Staff.
• You can use tools like a redirect checker or a URL scanner.
  1. Redirect Checker: https://wheregoes.com/
  2. URL Scanner: https://vms.drweb.com/online/
• If you click on something or begin to notice missing or encrypted files immediately contact and report any symptoms to our I.T. Staff.

Employees must not:

• Use any work email for any personal use.
• Share any username and password with unauthorized persons or groups.
• Sign up for illegal, unreliable, disreputable or suspect websites and services.
• Send unauthorized marketing content or solicitation emails.
• Send insulting or discriminatory messages and content.
• Intentionally spam other people’s emails, including their coworkers. 8. End of list.

Violations

Unacceptable use of systems is defined as usage that is not consistent with this policy or with the Staff Code of Conduct. Prohibited activities include: accessing, storing or

forwarding harassing, obscene or other materials that are not conducive to a positive work environment. Inadvertent access of such material will not be considered a violation; however, storing, forwarding or printing such material (except where reporting a potential violation) shall be considered a violation of this policy and be subject to disciplinary measures.

Violations may result in disciplinary action against the employee involved, up to and including dismissal.

The Chief Executive Officer (CEO) or designate may request an audit of a user’s operation of the system if abuse or contravention of this policy is suspected. There is no expectation of privacy.

The CEO will also request a regular audit of the TBPL online system and reporting of any anomalies or excessive use.