The IT (Information Technology) Department provides strategic planning, acts as technology consultants to all Town departments, and develops Town wide technology policies and procedures.
The Information Technology Department provides appropriate access to, support for and maintenance of systems and services that sustain, enhance and extend the delivery of high quality, customer-focused service.
In support of the mission, the Department is tasked with primary responsibility for long-range planning; resource acquisition and integration; system security, reliability and continuity for all Municipal operations.
Town of Auburn, Massachusetts
Acceptable Use Policy
Effective March 2015
The purpose of the Acceptable Use Policy (hereafter known as the “Policy”) is to establish policies for all persons using any portion of the Town of Auburn’s computing infrastructure. This infrastructure includes, but is not limited to, the following resources: computers, laptops, tablets, phones, file servers, application servers, communication servers, software, and all internal and external communications networks (such as wireless access, email, and Internet). These resources are hereafter known collectively as “Town Information Systems”.
This Policy is applicable to all Town of Auburn employees and volunteers, whether full-time, part-time, or temporary, contractors, vendors, and consultants, paid or unpaid (hereafter known collectively as “Users”). This Policy also applies to all equipment owned, leased, and/or utilized to access the Town Information Systems.
The Information Technology department is responsible for the maintenance of the Policy. The Information Technology department, along with other department and division heads, are responsible for monitoring compliance with this Policy.
All Users are required to familiarize themselves with the Policy, and are required to sign a written statement of acknowledgement that they have read and understand the Policy. A copy of the Policy will be given to all new Town of Auburn Users at the time of their hire. The Town of Auburn reserves the right to amend the Policy at any time without prior notice.
All communications and data that exist on or travels through the Town Information System are not considered private or confidential, including data printed to hard copy or stored on other media. Any communications and data will be considered subject to audit and review. The Town of Auburn reserves the right to monitor the use of Town Information Systems, and may access and review communications and/or data without prior notice to Users.
As a public entity, the Town of Auburn is subject to Public Records Requests. These requests may include all records (except those specifically excluded by law) in electronic or hard copy form. As a result, these records should be considered public documents and open to public inspection in accordance with The Massachusetts Public Records Law in Chapter 55, Section 10 of the Massachusetts General Laws.
Town Information Systems are the property of the Town of Auburn, and are to be used solely for Town of Auburn business. Users are permitted access to Town Information Systems in order to assist in the performance of their job. Town Information Systems shall not be used for personal entertainment or social interaction outside of the Town of Auburn’s approved social media.
The Town Information Systems may not be used in violation of any U.S. federal, state, or local regulations. The Town Information Systems may not be used to upload, download, distribute, or otherwise access pornographic, obscene, sexually explicit, or threatening material. Town Information Systems may not be used to infringe on copyright or to plagiarize materials. Town Information Systems may not be used to send abusive, offensive, or discriminatory messages. Such messages are defined as those that contain overt sexual language, sexual implications or innuendo, or any other comment that offensively addresses someone’s age, gender, race, sexual orientation, religious beliefs, national origin, or disability.
Users are not authorized to change the configuration of Town Information Systems. This includes, but is not limited to: attaching additional devices to computers and networks, altering the way the computer functions, and attempting to gain additional system privileges. Only the Town of Auburn Information Technology department is authorized to make changes to equipment configurations. Users may customize the visual appearance of their desktop and programs.
Software may only be used in compliance with the terms of applicable license agreements. Users acknowledge that applicable state and federal copyright laws apply to the use of software applications. All software applications (including programs, screen savers, etc.) running on Town Information Systems must be pre-approved by the Information Technology department. Installation of any unauthorized software is expressly prohibited by this Policy.
Without prior permission from the Information Technology department, Users shall not: purchase, download, or install any software application, copy software for their home computers, nor provide copies of software to non-Town of Auburn employees.
Email communications should be drafted with the same thought and care devoted to oral and written communications. Do not transmit any messages you would not be comfortable writing in a letter or memorandum. Users should exercise good judgment, use appropriate language, and be polite in their communications. Users should not reveal personal addresses and phone numbers of their own or their colleagues.
Users should not send unsolicited email to persons with whom they have not had a prior business relationship. Users may not use spoofing or other means to disguise their identities when sending Email. Doing so may be considered “spamming” and could result in restrictions placed on the Town of Auburn’s email system.
Users must access the Internet through the approved Firewall. This is to ensure security and helps to avoid the spread of viruses and other malicious software. Bypassing the Firewall is strictly prohibited without prior approval from the Information Technology department.
Firewall policies utilize categories to assist in blocking malicious or unapproved websites. The Firewall may incorrectly categorize, or otherwise restrict access to legitimate websites. It is not the intent of the Information Technology department to block legitimate websites. Users that find legitimate sites being restricted should report the site to the Director of Information Technology for review. Firewall policies may change without prior notice.
Users should save important business-related data in a secure network location (such as a network shared drive). Users understand any data stored on their desktop computer, laptop, or other personal computer is not backed up by the Information Technology department. Users that choose to save data on these workstations assume responsibility to ensure their data is backed up.
Users are responsible for the security of their accounts and passwords. Accounts and passwords should never be shared with anyone outside the Information Technology department. Users should logoff or lock their computers before leaving the computer unattended.
A User who suspects his or her account or password has been compromised shall notify the Information Technology department immediately.
Users are responsible for taking precautions to prevent the spread of viruses to the Town
Information Systems. Files and programs from removable media (floppy disks, USB drives, etc.) or downloaded from the Internet must be scanned for viruses and malicious software before being copied to the Town Information Systems.
Users shall exercise caution when opening email attachments. Users should not open attachments from unknown senders, and should immediately notify the Information Technology department.
Users may not install or use encryption software on any Town Information Systems. Users may not use passwords or encryption keys that are unknown to the Information Technology department.
Users should restrict printing to only files that require a hard copy. Printing of personal files is strictly prohibited. Wherever possible, the use of two-sided printing is encouraged to reduce the use of paper.
Users should not use Town Information Systems in any way that would disrupt the use of Town Information Systems for other Users. This includes, but is not limited to: needlessly downloading large files during business hours and sending email messages to an overly large number of recipients.
The use of Town Information Systems is a privilege, not a right, and inappropriate use could result in suspension or cancellation of those privileges. Management will deem what is appropriate use for employees in their respective departments, based on the policies outlined in this document.
Substantial misuses of the Town Information Systems, or violation of the Policy, will be subject to disciplinary action (per the Town of Auburn’s Personnel Manual or collective bargaining agreements), up to and including dismissal (within the provisions of Chapter 31, the Civil Service Statute, when applicable).
Town of Auburn, Massachusetts
Social Media Policy
Effective July 2013
The Town of Auburn wants to encourage the community to share, connect, and discover all that the Town has to offer. The Town of Auburn embraces social media as a forum to educate, increase access to Town services, encourage community engagement and community awareness. Social media provides a real time method for information transmission. The Town of Auburn makes every effort to adhere to social media best practices in order to most effectively meet these goals.
The Town of Auburn strives to provide quality services, programs and events to our citizens and, through the use of social media, to enhance our outreach efforts. Therefore, the Town of Auburn intends to utilize various forms of social media to enhance its ability to communicate information, updates, news and events to residents, businesses, visitors and the general public. Various forms of social media will be used to provide updates and information regarding Town-sponsored events, activities, and initiatives. The Town may also use social media to feature economic and community development initiatives such as events, activities, new business openings, expansions and projects. Town of Auburn social media sites will not be used to advertise or promote private business, not-for-profit organizations or other non-municipal entities unless the town administration has a role in planning, permitting, licensing, project implementation or activities related to the non-municipal entity.
This policy exists to provide guidance and best practices, rules and regulations for the use of the Town of Auburn’s social media sites (including but not limited to Facebook and Twitter). The Town of Auburn’s Social Media Policy applies to the Town of Auburn Official Social Media Sites. Police Department, Fire Department and Emergency Management Department sites are under the direction of the respective department heads. Due to the rapidly evolving world of social media, these guidelines are subject to change. Guidelines are intended to provide engagement between the Town of Auburn and its citizens in order to improve communication and a basis for a consistent and reliable source of correspondence to the community. The intended purpose of establishing an official Town social media presence is to broadcast, announce and share official Town information that is useful to the public and the citizens of the Town of Auburn.
The Town of Auburn social media sites are subject to the approval of the Town Manager or her designees. All town social media sites shall be administered by the Town Manager or her designee. This person(s) will be the administrator for the social media sites and will work directly with department heads. The social media sites are limited to only those departments/committees that have information deemed necessary to share with the public. Departments and the Town Manager or her designee shall monitor social media sites for comments/requests and for comments that violate this policy.
The Town’s social media sites should make clear that they are maintained by the Town of Auburn and that they follow the Town’s Social Media Policy.
All of the Town of Auburn’s social media sites should link back to the official Town of Auburn website.
Access to social media sites is restricted to Town employees performing official Town business.
The Town reserves the right to restrict or remove any content that is deemed in violation of this Social Media Policy. Comments and postings not relative to official Town business may be removed at the discretion of the Town of Auburn. Employees representing the Town of Auburn via the Town’s social media sites must conduct themselves at all times as a representative of the Town in accordance with all Town policies.
This social media account is not the appropriate channel to report issues or concerns or to file a complaint. The Town’s web site has a section specifically for reporting issues, complaints or questions titled “Contact Us”. The Town expects all conversations to follow the rules of polite discourse and asks that participants treat each other, as well as our employees, with respect.
Comments may be monitored and may be subject to removal at the discretion of the Town of Auburn. Certain comments will not be permitted based on inappropriate comments containing, but not limited to, any of the following:
The town of Auburn reserves the right to deny access to the Town of Auburn social media sites for any individual who violates the Town’s Social Media Policy. Any person(s) comment(s) that violate the Town’s Social Media Policy will not only be removed but the person posting the comment will be blocked/banned from the social media site at the Town’s discretion.
Any comments deemed to be a threat to any town officials, employees, citizens, local business etc. are taken in a serious manor and may be subject for review by the authorities.
Official Town information approved for release should be publicized via official Town of Auburn accounts (including the official Town of Auburn web site, Cable Television, CodeRED, and other outreach mechanisms employed by the Town) and, when appropriate, through the Town’s official social media sites, not via an employee’s personal account. Employees may share a piece of content once it has originated from the official social media channel.
As a general rule, Town of Auburn social media accounts are subject to the Massachusetts Public Records Law (Chapter 7, Section 4, Clause 26). Any content maintained in a social media format that is related to Town business, or that is developed or used for approved business purposes, including a list of subscribers and posted communication, is a public record and subject to public disclosure.
Comments posted to the Town’s pages will be monitored. All those who post on the Town’s social pages must adhere to the following guidelines. Posts will be removed if they violate the guidelines listed below and the person posting the comment will be blocked or banned from the social media site at the Town’s discretion.
By posting on the Town of Auburn’s Social Media pages, you accept and consent to the following:
The appearance of external links or the use of third-party applications on the Town’s social media pages does not constitute official endorsement on behalf of the Town of Auburn. Comments and submissions posted to this Facebook page are subject to all applicable local, state and federal laws.