Section 1. Use of Information Communication Technology Equipment
DOH CAR Office Order No. 001 dated April 10, 2015 on Information and Communication Technology (ICT) Usage states that the use of ICT office equipment is a privilege granted to employees. Thus, they must be used only to perform work-related duties or officially authorized activities. The ICT system should only be used in accordance with its authorized purpose.
The regional director may approve the use of network facilities and resources beyond the scope of the policy under the following conditions: 1) the intended use of network resources serves a legitimate agency interest, and (2) the intended use of network resources is for the individual’s educational purposes and development.
Section 2. Authority to access network system
Only qualified employees/users of DOH CAR ICT facilities shall be provided a unique login name and password to gain access to network resources.
Section 3: Authority to install, upgrade, delete, modify hardware or software
The authority and responsibility to install, upgrade, or delete or modify office hardware or software rests solely on the Information, Communication and Technology Section/Unit.
Included under this policy are anti-virus and similar software. However, the users will be responsible for keeping their anti-virus programs regularly updated, at least on a weekly basis.
Section 4. Inspection, maintenance, movement of ICT equipment
Only the ICT personnel are authorized to inspect, maintain and move ICT equipment from one location to another. Further, only the ICT staff may configure the network system.
Section 5. Use of official e-mail accounts
DOH-CAR personnel should use official e-mail accounts for official transactions. They may also use their free e-mail services for official communication, provided, that the use of these e-mail services is consistent with their duties and responsibilities.
The users will be held responsible for any infected files downloaded, or received through their opening a link from their e-mail account, that may cause intrusion or disruption of the services of the ICT facility.
Section 6. Prohibited acts and use of ICT Resources, including social media (e.g. while using official Facebook® pages)
- Uses contrary to laws, customs, morals and ethical behavior – for example, use of office ICT for criminal activities, use of copyrighted material without attribution, infringement of intellectual property rights through the use of telecommunication network (or any practice which is against the electronic Commerce Act), cheating (i.e. submitting a shared file, or a modification thereof, as one’s own work, when the work is a collaborative work, or part of a larger project.
- Uses for personal benefit, business, or partisan activities – e.g. use of ICT system /official social media pages for product advertisement for personal profit; use for religious or political lobbying, for disseminating information or gathering support or contributions for social, political, or cause-oriented group; playing games, watching non-official videos or making school syllabus if teaching after office hours; or any activity un-related to the official duties and responsibilities of the user.
- Acts that damage the integrity, reliability, confidentiality and efficacy of the ICT system – e.g. destruction, deletion, removal, modification or installation of hardware/software; connection of any computer unit or external network to the ICT system without the permission of the ICT unit or authority from agency head; acts which attempt to crash, tie up, or deny any service on the ICT system, such as sending bulk mail, sending mail with very large attachments, sending data packets that serve to flood the network bandwidth; concealment of identity, or masquerading as other users when sending, accessing, receiving, processing or storing files through ICT system;
- Acts that encroach on the rights of other users – e.g. using official e-mail or social media pages to send unsolicited e-mail like chain letters, advertisements, offers, jokes, trivia, inquiries, announcements to non-official groups (or spam); morally offensive and obscene use; sending fraudulent and/or harassing messages; acts that interfere with, or disrupt other computer users like sending messages containing pop-up screens, running programs that simulate crashes, running spyware to monitor activities of other users.
- Acts which violate privacy – e.g. using the official ICT network for hacking, spying, snooping (e.g. accessing, or attempting to access restricted portions of the system such as e-mail lists, confidential or password-protected files; un-authorized disclosure (e.g. un-authorized copying employee directories, publication on worldwide web of mailing lists, credit card numbers, private digital certificates or other secure information);
- Acts that waste resources – printing excess copies of documents, files, data; repeated posting of messages to as many news groups as possible, whether or not the message is germane to the stated topic of the news groups or mailing lists targeted; or sending unwanted files to a single e-mail address.
Section 7. Tolerated Use
Some ICT use, though unofficial, may be tolerated by the management. However, they may be treated as privileges that may be revoked at any time. These include: (1) the use of e-mail for personal communication, (2) the use of instant messaging applications, and (3) the use of computers to play compressed audio/video files or audio/video compact disks.
Section 8. User responsibilities
Aside from (1) periodic (weekly) updating of antivirus installed by the ICT staff, the users are expected to (2) immediately report any ICT-related problems to ICT staff, (3) cooperate with system administrators/ICT staff during monitoring of network/ICT equipment or investigations of abuse.
Section 9: Failure to comply/cooperate
Violations of the ICT policies may render the staff concerned liable for penalties, administrative and/or disciplinary action, or criminal cases, where applicable.