Policy: 1.75 – Use of Electronic Communications And Social Media
Effective Date: 8/1/01
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evision Date: 3/17/11
USE OF ELECTRONIC COMMUNICATIONS AND
SOCIAL MEDIA
Application: All state employees, including employees of agencies exempt from coverage
of the Virginia Personnel Act.
NOTE: Agencies may also require consultants, contract personnel, or other non-employees
such as volunteers or interns to abide by this policy.
PURPOSE
The purpose of this policy is to ensure the appropriate, responsible, and safe use of
electronic communications and social media by employees. This policy establishes
minimum standards for all state employees. Agencies may supplement this policy as
necessary, as long as such supplement is consistent with this policy.
POLICY SUMMARY
This policy includes the following:
Employee Responsibilities and Requirements
o Business Use
o Personal Use
o User Requirements
o Prohibited Activities
Agency Responsibilities and Requirements
o Monitor Usage
o Communication
o Address Violations
Glossary and Relevant Terms
Attachment A
AUTHORITY
This policy is issued by the Department of Human Resource Management (DHRM)
pursuant to the authority provided in §2.2-1201 and §2.1-2827 of the Code of Virginia.
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Policy: 1.75 – Use of Electronic Communications And Social Media
Effective Date: 8/1/01
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evision Date: 3/17/11
DHRM reserves the right to revise or eliminate this policy as necessary.
Agencies may supplement this policy to accommodate specific business needs.
Supplemental policies must be consistent with the provisions of DHRM policy and must be
communicated to all agency employees.
RELATED POLICIES
Policy 1.60 - Standards of Conduct
Virginia Information Technologies Agency Information Security Policy, Standards, and
Guidelines
Virginia Information Technologies Agency - Information Technology Standard Use of
Non-Commonwealth Computing Devices to Telework
Virginia Information Technologies Agency - Telework Resources
Office of Fleet Management Services Policies and Procedures Manual
EMPLOYEE RESPONSIBILITIES AND REQUIREMENTS
All employees must comply with this policy and any additional policies that may be adopted
by the agency or institution of the Commonwealth where the user is working.
A. Business Use
Agency provided electronic communications tools are the property of the
Commonwealth and are provided to facilitate the effective and efficient conduct of State
business. Users are permitted access to the Internet and electronic communications tools
to assist in the performance of their jobs. Some users may also be permitted to access
and use social media to conduct agency business. Each agency or institution of the
Commonwealth may adopt its own policy setting forth with specificity the work-related
purposes for which such equipment and access are provided.
B. Personal Use
Personal use means use that is not job-related. In general, incidental and occasional
personal use of the Commonwealth’s electronic communications tools including the
Internet is permitted as long as the personal use does not interfere with the user’s
productivity or work performance, does not interfere with any other employee’s
productivity or work performance, and does not adversely affect the efficient operation
of the Commonwealth’s systems and networks. Personal use of social media that refers
to any aspect of the work environment should be done in a responsible and professional
manner.
C. User Requirements
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Policy: 1.75 – Use of Electronic Communications And Social Media
Effective Date: 8/1/01
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evision Date: 3/17/11
1. General Requirements
When using electronic communications tools and social media, users should:
Follow all applicable Commonwealth policies. Users may not violate any
provision of this policy, any supplemental policy adopted by agencies, or any
other policy, regulation, law or guideline as set forth by local, State or Federal
law (see Code of Virginia §2.2-2827) This may include but is not limited to
copyright laws, trademark laws, and other legislated requirements.
Be responsible and professional in their activities. Employees should conduct
themselves in a manner that supports the mission of their agency and the
performance of their duties.
Exercise the appropriate care to protect the agency’s electronic
communications tools against the introduction of viruses, spyware, malware,
or other harmful attacks. When using the Commonwealth’s electronic
communications tools, social media or Internet access, employees must:
o Use the Internet, electronic communications tools and social media
only in accordance with State and agency policy;
o Maintain the conditions of security (including safeguarding of
passwords) under which they are granted access to such media;
o Check with the appropriate agency staff prior to downloading or
accessing a file or document if the source of the file or other
circumstances raises doubts about its safety.
Be respectful of the agency/organization, other employees, customers,
vendors, and others when posting and communicating information. Users
should be sensitive to referring to or including others in their communications
and posts and should be aware of any associated potential liabilities. Users
may desire to obtain consent prior to communicating or posting information
about the work place.
2. Business Use Requirements
When using electronic communications tools and social media, users should:
Use their accurate identities and state their affiliation when using electronic
communications or social media for business purposes.
Ensure the security of sensitive or confidential information when
communicating electronically or posting the information on internal or
external websites including social media.
Ensure information is accurate prior to posting on social media sites, state or
agency websites, or other electronic media sites. If it is discovered that
information is inaccurate after posting, users should work to quickly correct
the errors.
3. Personal Use Requirements
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Policy: 1.75 – Use of Electronic Communications And Social Media
Effective Date: 8/1/01
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When using electronic communications and social media, users should:
Be clear that their communication or posting is personal and is not a
communication of the agency or the Commonwealth when using electronic
communications or social media for personal use, including personal use of
social media outside of the work environment. For example:
o Users should use their personal email addresses and not those related
to their positions with the Commonwealth when communicating or
posting information for personal use.
o Users may use a disclaimer when posting opinions or views for
personal use such as, “The views expressed on this (website, blog,
social media site) are my own and do not reflect the views of my
employer or of the Commonwealth of Virginia.” when appropriate to
ensure these views are not viewed as official Commonwealth of
Virginia communications.
D. Prohibited Activities
Certain activities are prohibited when using the Commonwealth’s Internet and
electronic communications media or using social media in reference to the work
environment. Employees who engage in prohibited activities may be subject to
disciplinary action according to Policy 1.60, Standards of Conduct. Prohibited
activities include, but are not limited to:
Any use that is in violation of applicable local, state, and federal law.
Accessing, uploading, downloading, transmitting, printing, posting, or storing
information with sexually explicit content as prohibited by law (see Code of
Virginia §2.2-2827).
Accessing, uploading, downloading, transmitting, printing, posting, or storing
fraudulent, threatening, obscene, intimidating, defamatory, harassing,
discriminatory, or otherwise unlawful messages or images.
Installing or downloading computer software, programs, or executable files
contrary to the Virginia Information Technology Agency’s (VITA)
Information Security Policy, Standards, and Guidelines.
Accessing, uploading, downloading, transmitting, printing, communicating, or
posting access-restricted agency information, proprietary agency information,
sensitive state data or records, or copyrighted materials in violation of agency
or state policy.
Using proprietary agency information, state data or records, and social media
to locate agency customers for personal reasons.
Posting information or sending electronic communications such as email
using another’s identity.
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Policy: 1.75 – Use of Electronic Communications And Social Media
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Permitting a non-user to use for purposes of communicating the message of
some third party individual or organization.
Posting photos, videos, or audio recordings taken in the work environment
without written consent.
Using agency or organization logos without written consent.
Texting, emailing, or using hand-held electronic communications devices
while operating a state vehicle according to the Office of Fleet Management
Services Policies and Procedures Manual.
Any other activities designated as prohibited by the agency.
AGENCY RESPONSIBILITIES AND REQUIREMENTS
Agencies have the following responsibilities and requirements related to this policy.
A. Monitor Usage
No user shall have any expectation of privacy in any message, file, image or data
created, sent, retrieved, received, or posted in the use of the Commonwealth’s equipment
and/or access. Agencies have a right to monitor any and all aspects of electronic
communications and social media usage. Such monitoring may occur at any time,
without notice, and without the user’s permission.
In addition, except for exemptions under the Act, electronic records may be subject to
the Freedom of Information Act (FOIA) and, therefore, available for public distribution.
B. Communication
Agencies are responsible for ensuring employees have access to, read, understand, and
acknowledge this policy and any related policies. Agencies may develop a written
policy, consistent with this policy which supplements or clarifies specific issues for the
agency. With regard to use of electronic communications and social media, agencies are
responsible for:
Communicating this policy and agency policy, if appropriate, to current and new
users, including users transferring from other agencies.
Retaining electronic records in accordance with the retention requirements of the
Library of Virginia.
Requiring and retaining acknowledgement statements, signed by each user,
acknowledging receipt of a copy of this policy and agency policy, if appropriate. A
sample is attached (Attachment A) that agencies may use, or they may include the
acknowledgement statement with other such statements obtained when employees
are hired.
NOTE: Agencies also may develop procedures by which a user must actively
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Policy: 1.75 – Use of Electronic Communications And Social Media
Effective Date: 8/1/01
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evision Date: 3/17/11
acknowledge reading the policy before access to electronic communications and
social media will be granted.
C. Address Violations
Violations of this policy must be addressed under Policy 1.60, Standards of Conduct
, or
appropriate disciplinary policy or procedures for employees not covered by the Virginia
Personnel Act. The appropriate level of disciplinary action will be determined on a
case-by-case basis by the agency head or designee, with sanctions up to or including
termination depending on the severity of the offense, consistent with Policy 1.60 or the
appropriate applicable policy.
GLOSSARY AND RELEVANT TERMS
Blog
A contraction of “web log” that is a website or part of a website with commentary,
descriptions of events, or journal type entries usually with an ability for readers to reply and
post comments.
Computer Network
Two or more computers that can share information, typically connected by cable, data line,
or satellite link.
Crowdsourcing
An open call, usually through an Internet based resource, to an undefined community of
people to obtain and use ideas, content, or solutions to business needs.
Electronic Communications Tools
Tools used as a means of sending and receiving messages or information electronically
through connected electronic systems or the Internet. Tools may include networked
computers, email, voicemail, cell phones, smart phones, any other similar system, and new
technologies as they are developed.
Internet
An international network of independent computer systems. The World Wide Web is one of
the most recognized means of using the Internet.
Microblog
A form of a blog in which frequent, short updates are posted about specific activities (e.g.,
Twitter).
Photo Sharing
The online publishing of photographs with the ability to transfer and share the photos with
others.
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Policy: 1.75 – Use of Electronic Communications And Social Media
Effective Date: 8/1/01
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evision Date: 3/17/11
Podcast
Digital media file that can be downloaded for playback to computers and personal digital
devices.
Social Media
Form of online communication or publication that allows for multi-directional interaction.
Social media includes, blogs, wikis, podcasts, social networks, photograph and video
hosting websites, crowdsourcing, and new technologies as they evolve.
Social Networking
Interacting with a group of people with common interests in a virtual environment.
Users
All employees of the Commonwealth who use the Commonwealth’s Internet access and/or
electronic communications media or external electronic communications media to
communicate about the Commonwealth’s activities.
NOTE: Agencies may also require consultants, contract personnel, or other non-employees
such as volunteers or interns to abide by this policy.
Video Sharing
The online publishing of videos with the ability to transfer and share them with others.
Wikis
A collaborative website that allows users to edit materials and information posted and to
create collaborative solutions for identified topics.
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Policy: 1.75 – Use of Electronic Communications And Social Media
Effective Date: 8/1/01
Revision Date: 3/17/11
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ATTACHMENT A
Use of Electronic Communications and Social Media
CERTIFICATE OF RECEIPT
I have been given a copy of Department of Human Resource Management Policy 1.75,
“Use of Electronic Communications and Social Media” and I understand that it is my
responsibility to read and abide by this policy, even if I do not agree with it. If I have any
questions about the policy, I understand that I need to ask my supervisor or the
agency/institution Human Resource Officer for clarification.
I understand that no user shall have any expectation of privacy in any message, file, image
or data created, sent, retrieved, received, or posted in the use of the Commonwealth’s
equipment and/or access. Agencies have a right to monitor any and all aspects of electronic
communications and social media usage. Such monitoring may occur at any time, without
notice, and without the user’s permission.
In addition, except for exemptions under the Act, electronic records may be subject to the
Freedom of Information Act (FOIA) and, therefore, available for public distribution.
If I refuse to sign this certificate of receipt, my supervisor will review this statement with
me and will be asked to initial this form indicating that a copy has been given to me and
that this statement has been read to me.
Employee's Name:
Employee Number:
Signature:
Date:
