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Abstract
Overview
Purpose
Scope
Administration of this Policy
Policy
Security and Access
No Expectation of Privacy
Network Systems
Downloading and Installing Software/Website Agreements
Confidentiality and Proprietary Rights
E-mail and Text Messaging
Spam
Etiquette
Personal Use of Colonial Williamsburg-provided E-mail
Phishing
Internet
Personal Use of the Internet
Social Media
Computers and Laptops
Removable Storage Media
Mobile Devices
Lost or Stolen Devices or Data
Telephone and Voicemail
Personal Use
Inappropriate Use of Colonial Williamsburg IT Resources and Communications Systems
Corrective Action
Conduct Not Prohibited by This Policy
Additional Resources

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CWF's and CWC's policies prohibiting harassment apply to the use of the IT resources and communications systems. No one may use a communications or computer system in a manner that may be construed by others as harassing or offensive based on race, national origin, sex, sexual orientation, age, disability, religious beliefs or any other characteristic protected by federal, state or local law.

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Purpose _

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Purpose

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Purpose

The purpose of this Policy is to protect you and Colonial Williamsburg. Inappropriate use exposes Colonial Williamsburg to risks, including, but not limited to, virus attacks, compromise of network systems and services, loss or exposure of data, and legal issues.

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Scope _

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Scope

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Scope

This Policy applies to all users of Colonial Williamsburg's IT resources and communications systems, including employees, contractors, volunteers, and interns of Colonial Williamsburg. The use of the IT resources and communications systems by an employee, contractor, volunteer or intern of CWF and/or CWC shall signify his or her understanding of an agreement to the terms and conditions of this Policy, as a condition of employment or engagement, as applicable. As used in this policy, "you" means the employee, contractor, volunteer or intern of CWF and/or CWC, as applicable.

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• Email systems and accounts
• Internet and intranet access
• Telephones and voicemail systems, including wired and wireless phones, smartphones and devices
• Printers, photocopiers, and scanners
• Fax machines, e-fax systems, and modems
• All other associated computer, network and communications systems, hardware, peripherals, and software, including network key fobs and other devices
• Closed-circuit television and other physical security systems and devices, including key cards and fobs

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AdministrationOfThisPolicy _

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AdministrationOfThisPolicy

Administration of this Policy

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The Information Technology Department ("IT Department) is responsible for the administration of this Policy. If you have any questions regarding this Policy, please contact the IT Department.

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Policy _Policy

Policy

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The IT resources and communications systems are the property of CWF and are to be used for legitimate business purposes. CWF permits CWC and its employees, contractors, volunteers, and interns to access and use the IT resources and communications systems of CWF. You are provided access to the IT resources and communication systems to assist you in the performance of your job. You have the responsibility to use the IT resources and communications systems in a professional, lawful and ethical manner.
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SecurityAndAccess

Security and Access

Anchor_Toc518556313_Toc518556313 Anchor_Toc518556505_Toc518556505 Anchor_Toc518556604_Toc518556604Security of the Information Technology ("IT") resources and communication systems is the responsibility of the IT Department, including approval and control of your and others' access to systems and suspension or termination of access in cases of misuse and you are no longer an employee, contractor, volunteer, intern or other authorized user, or otherwise ineligible to use the systems. Anchor_Toc518556314_Toc518556314 Anchor_Toc518556506_Toc518556506 Anchor_Toc518556605_Toc518556605

It is your responsibility to adhere to the IT security guidelines, including, but not limited to the creation, format and scheduled changes of passwords. All usernames, passcodes, passwords, and information used or stored on CWF's computers, networks and systems are the property of CWF and/or CWC, as applicable. You may not use a username, passcode, password or method of encryption that has not been issued to you authorized in advance by CWF.in advance by CW

Anchor_Toc518556315_Toc518556315 Anchor_Toc518556507_Toc518556507 Anchor_Toc518556606_Toc518556606You may not share usernames, passcodes or passwords with any other person. You must immediately inform the IT Department if you know or suspect that any username, passcode or password has been improperly shared or used, of that IT security has been violated in any way.

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NoExpectationOfPrivacy _

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NoExpectationOfPrivacy

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No Expectation of Privacy

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All contents of the IT resources and communications systems are the property of CWF and/or CWC, as applicable. Therefore, you should have no expectation of privacy whatsoever in any message, file, data, document, facsimile, telephone conversation, social media post, conversation or message, or any other kind or form of information or communication transmitted to, received or printed from, or stored or recorded on the IT resources and communications systems.

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You are expressly advised that in order to prevent against misuse, Colonial Williamsburg reserves the right to monitor, intercept and review, without further notice, every employee's, contractor's, volunteer's and intern's activities using the IT resources and communications systems, including, but not limited to, email (both incoming and outgoing), telephone conversations and voice mail recordings, instant messages and internet and social media postings and activities, and you consent to such monitoring by your acknowledgement of this Policy and your use of such resources and systems. This might include, without limitation, the monitoring, interception, accessing, recording, disclosing, inspecting, reviewing, retrieving and printing of transactions, messages, communications, postings, log-ins, recordings and other uses of the systems as well as keystroke capturing and other network monitoring technologies.

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CWF may also store copies of such data and communications for a period of time after they are created and may delete such copies from time to time without notice.

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Do not use the IT resources and communications systems for any matter that you desire to be kept private or confidential from CWF and/or CWC.

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CWC uses the IT resources and communications systems owned, leased and otherwise made available by CWF to CWC. CWF may disclose to CWC any and all contents of the IT resources and communications systems, including, without limitation, messages, files, data, documents, facsimiles, telephone conversations, social media posts, conversations or messages, or any other kind or form of information or communication transmitted to, received or printed from, or stored or recorded on the electronic information and communications systems, as they are sent to, received from, or otherwise relate to any CWC employee, contractor, volunteer or intern, or CWC's business.

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Social media is technology that enables online users to interact and share information (including video, audio, photographs, and text) publicly or privately. Employees must adhere to Colonial Williamsburg's Social Media Policy & Principles.

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Computers and Laptops

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Colonial Williamsburg has a managed desktop policy to help protect the IT resources and communications systems from the threat of virus, malware, etc. A managed desktop policy restricts your right to install software and reduces the risk of being infected with malicious code. Only Colonial Williamsburg issued equipment is allowed to be connected directly to the Colonial Williamsburg network.

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Colonial Williamsburg uses several levels of virus and spam monitoring. Upon any indication or notification of any infection, quarantine, or compromised by a virus, Trojan or malicious code, you must immediately stop using your computer and are required to contact the IT Department immediately. The IT Department may, at its discretion, remove and replace the computer.

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Colonial Williamsburg may require other security measures to be taken to protect computers, such as logging out when your computer is not in use or inactivity timeouts. To prevent unauthorized access to the IT resources and communications systems and to ensure that security updates can be applied to Colonial Williamsburg's computers.

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You must exercise caution when opening files, attachments or emails from unknown sources. If you are unsure of the validity of a file, attachment or email, please contact the IT Department.
You will be required to use passphrases as an alternative to passwords. What's the difference? A password typically consists of an eight-character entry, usually based on a set of random characters or even a single dictionary word with additional special characters and numbers. Passwords are now trivial to crack with today's modern technology.
The rule for how you will enter the "password" fields now requires longer entries when accessing CWF's networks. Changing the parameters of this one factor alone raises the length of time to an infeasible amount of time and resources to crack. Therefore, CWF will require the use of passphrases.

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Passphrases can be a combination of words, letters, numbers, and special characters that can be easily remembered versus a long password.
The following password guidelines should be used to create strong easy to remember passphrases. They:

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