Acceptable Use Policy

Acceptable Use of Testlabs Australia PTY. LTD.'s IT facilities:

 

Customer agrees not to, and not to allow third parties (including End Users) to use the Services:

  • to violate, or encourage the violation of, the legal rights of others (for example, this may include allowing End Users to infringe or misappropriate the intellectual property rights of others in violation of the Digital Millennium Copyright Act);
  • to engage in, promote or encourage illegal activity;
  • for any unlawful, invasive, infringing, defamatory or fraudulent purpose (for example, this may include phishing, creating a pyramid scheme or mirroring a website);
  • to intentionally distribute viruses, worms, Trojan horses, corrupted files, hoaxes, or other items of a destructive or deceptive nature;
  • to interfere with the use of the Services, or the equipment used to provide the Services, by customers, authorized resellers, or other authorized users;
  • to disable, interfere with or circumvent any aspect of the Services;
  • to generate, distribute, publish or facilitate unsolicited mass email, promotions, advertisings or other solicitations (“spam”); or
  • to use the Services, or any interfaces provided with the Services, to access any other Google product or service in a manner that violates the terms of service of such other Testlabs Australia product or service.

 

1. Reasons for having this policy

 

All Testlabs Australia PTY. LTD.'s IT facilities and information resources remain the property of

Testlabs Australia PTY. LTD. and not of particular individuals, teams or departments (Note1). By

following this policy we'll help ensure IT facilities are used:

- legally;

- securely;

- without undermining Testlabs Australia PTY. LTD.;

- effectively;

- in a spirit of co-operation, trust and consideration for others;

- so they remain available.

 

The policy relates to all Information Technology facilities and services

provided by Testlabs Australia PTY. LTD.. All staff and volunteers are expected to adhere to it.

 

 

2. Disciplinary Measures

 

Deliberate and serious breach of the policy statements in this section will

lead to disciplinary measures which may include the offender being denied

access to computing facilities.

 

2.1 Copyright:

Take care to use software legally in accordance with

both the letter and spirit of relevant licensing and copyright agreements.

Copying software for use outside these agreements is illegal and may result

in criminal charges.

 

2.2 Security:

* Don't attempt to gain unauthorised access to information or

facilities. The Computer Misuse Act 1990 makes it a criminal offence to

obtain unauthorised access to any computer (including workstations and PCs)

or to modify its contents. If you don't have access to information

resources you feel you need, contact your IT Support person or provider.

* Don't disclose personal system passwords or other security details

to other staff, volunteers or external agents and don't use anyone else's

login; this compromises the security of Testlabs Australia PTY. LTD.. If someone else gets to know

your password, ensure you change it or get IT Support to help you (Note2).

* If you leave your PC unattended without logging off, you are

responsible for any misuse of it while you're away.

* ALWAYS check floppy disks for viruses, even if you think they are

clean (contact IT Support to find out how). Computer viruses are capable of

destroying Testlabs Australia PTY. LTD.'s information resources. It is better to be safe than sorry.

 

2.3 Information about people: If you're recording or obtaining

information about individuals make sure you are not breaking Data

Protection legislation (your IT Manager or Line Manager can give you more information).

 

2.4 You are a representative of Testlabs Australia PTY. LTD. when you're on the Internet using

email:

* Make sure your actions are in the interest (and spirit) of Testlabs Australia PTY. LTD. and

don't leave Testlabs Australia PTY. LTD. open to legal action (e.g. libel).

* Avoid trading insults with other people using the Internet with

whom you disagree.

*Client who use internet services with Testlabs Australia, shall not be used for any illegal or unlawful purposes. Examples of this would be the transmission of violent,
threatening, defrauding, pornographic, obscene or otherwise illegal or unlawful material.

* Obscenities/Pornography: Don't write it, publish it, look for it,bookmark it, access it or download it.


 

2.5 'Electronic monitoring': Any information available within IT

facilities must not be used to monitor the activity of individual staff in

anyway (e.g. to monitor their working activity, working time, files

accessed, Internet sites accessed, reading of their email or private files

etc.) without their prior knowledge. Exceptions are:

* in the case of a specific allegation of misconduct, when the Management Team can authorise accessing of such information when investigating the allegation

* when the IT Support section cannot avoid accessing such information whilst fixing a problem.

In such instances, the person concerned will be informed immediately and

information will not be disclosed wider than is absolutely necessary. In

the former case their access to IT facilities may be disabled pending

investigation.

 

 

3. Email Policy

 

3.1 When to use email:

* Use it in preference to paper to reach people quickly (saving time

on photocopying / distribution) and to help reduce paper use. Think and

check messages before sending (just as you would a letter or paper memo).

* Use the phone (including voicemail if no reply) for urgent

messages (email is a good backup in such instances).

* Use 's intranet (not email) to communicate all relatively static

information ( e.g. policy, procedures, briefing documents, reference

material and other standing information). Record information on the

intranet in a well structured manner, (consulting with the Web Systems

Administrator as appropriate). Use email merely as a pointer to draw attention to

new and changed information on the intranet.

 

3.2 Use of Distribution Lists:

* Only send Email to those it is meant for; don't broadcast (i.e.

send to large groups of people using email aliases) unless absolutely necessary

since this runs the risk of being disruptive. Unnecessary (or junk) email

reduces computer performance and wastes disc space.

* Use the standard aliases (Note 3) for work related communication only.

* If you wish to broadcast other non work related information or

requests (e.g. information or opinions on political matters outside the

scope of Testlabs Australia PTY. LTD.'s campaigning, social matters, personal requests for

information etc.) it is better to use a Webmail account (Note4) or a personal email account at home; don't use the standard (work) aliases.

* Keep Testlabs Australia PTY. LTD.'s internal email aliases internal. If you are sending an

email both to a Testlabs Australia PTY. LTD. alias and outside of Testlabs Australia PTY. LTD., use the alias as a blind carbon copy (i.e. the bcc address option) so that the external recipient does not see

the internal alias.

* Don't broadcast emails with attachments to large groups of people

- either note in the email where it is located for recipients to look, or

include the text in the body of the email. Failure to do this puts an

unnecessary load on the network.

 

3.3 General points on email use:

* When publishing or transmitting information externally be aware

that you are representing Testlabs Australia PTY. LTD. and could be seen as speaking on Testlabs Australia PTY. LTD.'s

behalf. Make it clear when opinions are personal. If in doubt, consult your

line manager.

* Check your in-tray at regular intervals during the working day.

Keep your in-tray fairly empty so that it just contains items requiring

your action. Try to decide what to do with each email as you read it (e.g.

delete it, reply to it, save the whole email in a folder, or extract just

the useful information and save it somewhere logical).

* Keep electronic files of electronic correspondence, only keeping

what you need to. Don't print it off and keep paper files unless absolutely

necessary.

* Use prefixes in the subject box whenever appropriate (Note5).

* Treat others with respect and in a way you would expect to be

treated yourself (e.g. don't send unconstructive feedback, argue or invite

colleagues to publicise their displeasure at the actions / decisions of a

colleague).

* Don't forward emails warning about viruses (they are invariably

hoaxes and IT Support will probably already be aware of genuine

viruses - if in doubt, contact them for advice).

 

3.4 Email etiquette :

* Being courteous is more likely to get you the response you want.

Do address someone by name at the beginning of the message,

especially if you are also copying another group of people.

* Make your subject headers clear and relevant to your reader(s)

eg Don't use subject headers like "stuff"

Don't send a subject header of, say "accounts" to the accountant

* Try to keep to one subject per email, especially if the content is complex.

It is better for your reader(s) to have several emails on individual

issues, which also makes them easy to file and retrieve later.

One email covering a large variety of issues is likely to be misunderstood or ignored.

* Using asterisks at each end of a word (eg *now*) is common practice

for highlighting text.

* Capitals (eg NOW) can also be used to emphasise words, but

should be used sparingly as it commonly perceived as 'shouting'.

* Don't open email unless you have a reasonably good expectation

of what it contains,

eg Do open report.doc from an Internet colleague you know

Don't open explore.zip sent from an address you've never heard of,

however tempting. Alert IT Support if you are sent anything like this unsolicited.

This is one of the most effective means of protecting Testlabs Australia PTY. LTD. against email virus attacks.

* Keep email signatures short.

Your name, title, phone/fax and web site address may constitute a typical signature.

* Understand how forwarding an email works.

If you forward mail, it appears (to the reader) to come from the originator (like passing on a sealed envelope).

If you forward mail *and edit it* in the process, it appears to come from you - with the originator's details usually embedded in the message. This is to show that the original mail is no longer intact (like passing on an opened envelope).

 

 

4. Miscellaneous

 

4.1 Hardware and Software: All purchases should be approved by the IT

Manager, preferably through the IT budget.

 

4.2 Installing Software: Get permission from IT Support before you

install any software (including public domain software - see Note6) on equipment

owned and/or operated by Testlabs Australia PTY. LTD..

 

4.3 Data transfer and storage on the network:

* Keep master copies of important data on Testlabs Australia PTY. LTD.'s network and not

solely on your PC's local C: drive or floppy discs. Otherwise it will not be

backed up and is therefore at risk.

* Ask for advice from IT Support if you need to store, transmit

or handle large quantities of data, particularly images or audio and video.

These large files use up disc space very quickly and can bring your

network to a standstill.

* Be considerate about storing personal (non- Testlabs Australia PTY. LTD.) files on Testlabs Australia PTY. LTD.'s network. (Note7).

* Don't copy files which are accessible centrally into your personal directory

unless you have good reason (i.e. you intend to amend them or you need to

reference them and the central copies are to be changed or deleted) since this

uses up disc space unnecessarily.