Library Board approved July 16, 2002. Revised August 27, 2024. Revised September 24, 2024.
Introduction
At the Oak Park Public Library, we know technology and information systems are essential tools for our work. We trust and expect you to use technology and information systems effectively and responsibly, and we have developed this policy to help ensure that you do so. This policy outlines our expectations for using library computers, email, phones, and other technology.
Scope
This policy applies to all library staff members. It should be followed in conjunction with our other workplace policies.
This policy aligns with all federal, state, and local laws governing the employer-employee relationship.
If you have questions about using library technology and information systems, please contact your supervisor or the library’s IT department.
Confidentiality and Monitoring
All information accessed, stored, or transmitted using library technology is considered the property of the library. We may monitor and review your onsite and offsite use of library technology, including your emails, internet history, and other electronic communications, when necessary to ensure compliance with this policy and access information when required.
In general, you should not expect privacy when using library technology and information systems. While your usage of library information systems for work duties or personal use may not be private, we will protect the confidentiality and/or anonymity of any complaints, survey responses, form completions, or reports you submit to our systems that are explicitly labeled as such.
We may require you to disclose your password or other login information for access or security purposes and reserve the right to override your password if necessary.
Please be aware that your emails, voicemails, text messages, and other electronic communications may be subject to disclosure in legal proceedings or public records requests, such as Freedom of Information Act (FOIA) requests. Even if you believe a message has been deleted, it may still be recoverable. Use library technology and information systems responsibly and avoid sharing sensitive information that may cause harm if accessed or discovered.
Appropriate Use
To ensure a positive and productive work environment, follow these practices when using library technology and information systems:
- Use technology for its intended purpose. Avoid using library technology for activities that do not benefit the library.
- Avoid excessive personal use. Limited personal use of library technology that does not interfere with work responsibilities is allowed. However, do not install or store personal software or messages on library systems.
- Respect copyright laws. Do not share copyrighted material without permission from the copyright holder.
- Use appropriate language and conduct. Do not use abusive, excessively profane, or offensive language.
- Respect patron and staff member privacy. Avoid sharing sensitive information and do not use technology in a way that disrupts others’ work, such as sending or receiving excessive numbers of large files and spamming (sending unsolicited emails to thousands of users).
- Follow library policies. Adhere to all other library policies related to workplace conduct and behavior.
Inappropriate Use
To maintain a safe and respectful workplace, we prohibit the following activities:
- Using library technology for illegal purposes. Illegal activities include hacking, piracy, extortion, blackmail, copyright infringement, or unauthorized access to computers.
- Viewing, sending, or receiving defamatory, discriminatory, harassing, or pornographic messages or content. This includes messages that target someone based on an individual’s actual or perceived race (and traits associated with race, including but not limited to hair texture and protective hairstyles such as braids, locks, and twists), color, national origin, ancestry, citizenship status, work authorization status, age, religion, marital status, disability, sex, gender, pregnancy, sexual orientation, gender identity, military or veteran status, reproductive health decisions, family responsibilities, order of protection status, genetic information, or any other protected characteristic.
- Harassing, bullying, or intimidating others. This includes using technology to stalk, threaten, or otherwise harass or discriminate against anyone.
- Creating a library profile or email account on your personal device without permission. If you have one and are asked to delete it, please comply. Failure to do so may result in disciplinary action. Failure to do so may result in your device being reset to factory default, which may also delete personal information (including, but not limited to, apps, contacts, pictures, videos, etc.).
- Hiding your identity or pretending to be someone else when using library technology. You are responsible for the content of any text, audio, video, or image files you share using library technology.
If you witness or experience any of these prohibited activities, please report it to your supervisor or Human Resources immediately.
Cybersecurity
As a staff member, you serve as a human firewall for our library. In fact, you are the last line of defense for helping our IT department identify potential criminal activity that could damage the library or our systems. Therefore, you are responsible for understanding the dangers and knowing what to do to keep our library systems secure and prevent cyber attacks. To protect the library’s technology and information systems, follow these practices:
- Use authorized login information. Only use usernames, passwords, and encryption methods provided by the library.
- Keep your login information confidential. Do not share usernames, passwords, or other login information. Ensure passwords are stored securely and are not easily accessible.
- Be cautious of suspicious emails. Do not respond to or open links or attachments in emails with suspicious features, like unrecognizable senders, typos, urgent requests, or requests for login or personal information requests.
- Report security breaches. If you suspect a security breach, immediately report it to the IT department.
- Avoid unauthorized downloads. Do not download software, program files, or online services without permission from the IT department.
- Use antivirus software. Scan files and software for viruses before using them. Failure to do so could damage the library’s systems.
Violations
We will investigate all reports of policy violations. Please report any violations to Human Resources.
If you violate this policy or misuse library technology or information systems, you may be denied future access and receive appropriate progressive corrective action up to and including termination of employment.
