Policy on Limited Personal Use of Government Equipment
In Reply Refer To:
Mail Stop 603
#20000448
MEMORANDUM
August 7, 2000
To: All U.S. Geological Survey Employees
From: Kathryn Clement /s/ Kathryn Clement
Deputy Director
Subject: Policy on Limited Personal Use of Government Equipment
On June 14, 2000, the Assistant Secretary for Policy, Management and
Budget, approved a new policy that permits the limited use of certain
Government office equipment and library collections for some personal
purposes. Authorized personal use is permitted only during off-duty time,
when it does not interfere with official business, is not a commercial
gain activity or otherwise prohibited, is of negligible expense, and is in
compliance with the policy. Managers and employees are responsible for
ensuring that they understand the policy and its limitations before making
personal use of office equipment or library collections.
The Department of the Interior is responsible for fostering high ethical
standards for employees, and for strengthening the public's confidence
that the Government's business is conducted with impartiality and
integrity. Therefore, employees must use this limited authorization
judiciously and appropriately and should check with their supervisors if
they have any questions about the application of this policy.
Managers should apply this policy consistently and fairly among all
employees, make any limits on the application of this policy clear to
their employees, and ensure that any abuses are corrected.
We recommend that you read the full text of the policy located on the
Human Resources homepage at:
http://www.usgs.gov:8888/ops/hro/ethics/limited-use.html. The revised
Interior Department Telephone Use Policy can also be
accessed from this Website. Questions may be referred to Stephanie E.
Koontz at skoontz@usgs.gov or phone (703) 648-7422.
A synopsis of the policy follows as attachment 1.
Managers may place additional restrictions on personal use only for
instances of abuse of this policy or in order to meet management
needs and mission objectives. Local management must fulfill its
labor-management obligations with exclusive bargaining representatives,
paying particular attention to any applicable collective bargaining
agreement containing language on the use of equipment and technology. Such
language prevails over this policy until the contract language is revised.
E-mail messages (and other electronic information) are Government
resources. Employees should have no expectation of privacy in these
communications resources (e.g., e-mail, faxes, Internet, cell phones, or
computers).
Thank you, in advance, for a successful implementation of this policy.
Attachment
Attachment 1
The following limited personal uses of Government office equipment and
library collections during non-duty time are hereby authorized for all
employees:
1. Office Equipment: Employees may use office equipment for personal
uses
that involve negligible expense to the Government (electricity, sheets of
paper, ink, and ordinary wear and tear) and do not interfere with official
business. Office equipment includes copy machines, computers, printers,
and fax machines. Personal use of less than 10 pages per week is
permissible on occasion.
Color copiers and color printers when used to print in color, are
excluded from this policy due to high associated costs. Employees may not
use official stationery, envelopes, or postage for personal purposes under
any circumstances.
2. Internet: Employees may use the Internet for personal use in
accordance with the Internet Acceptable Use Policy (Information Resource
Management Bulletin 1997-001, available on the Department of the Interior
(DOI) home page, http://www.doi.gov/oirm/bulletins/9701.htm). Employees are
allowed to make some personal purchases through the
Internet. Employees must have the purchases sent to a non-government
address.
3. E-mail: Employees are allowed to use Government e-mail systems and
computers for limited personal use with the following restrictions:
a. The cost to the Government must be negligible. It must not cause
congestion, delay, or disruption of service to any Government system or
equipment; e.g., transmitting large attachments. Employees must follow
guidance provided by the Systems Administrator.
b. Point-to-point electronic transmissions or personal transmissions may
not exceed five addressees per e-mail both as employee-generated personal
messages and in response to personal messages received by the employee.
Broadcast transmissions, mass mailings, or bulletin boards for personal
use are prohibited unless specifically authorized by the Systems
Administrator.
c. Employees using e-mail for personal purposes must not represent
themselves as acting in an official capacity.
d. Employees should use caution when giving out their Government e-mail
address for personal purposes, particularly when "registering" at various
Internet sites, which may result in receiving unwanted e-mail that could
strain the DOI network resources with increased e-mail traffic.
4. Library collections: Employees on non-duty time are allowed to use
DOI library collections, such as books, microfiche, newspapers, and other
materials, for personal purposes.
Improper Use of Government Office Equipment: Unauthorized or improper use
of Government office equipment can result in disciplinary or adverse
personnel action, loss of use or limitation on use of equipment, criminal
penalties, and/or employees being held financially liable for the cost of
improper use. The following uses are prohibited:
1. Uses not authorized by this policy.
2. Activities that are illegal; e.g., gambling (5 CFR 735.201), or that
are inappropriate or offensive to coworkers or the public, such as the use
of sexually explicit material or material or remarks that ridicule others
on the basis of race, creed, religion, color, sex, disability, age,
national origin, or sexual orientation.
3. Outside fundraising activity, endorsing any product or service,
participating in any lobbying activity, or engaging in political
activities.
4. Purchases for personal commercial gain activity, which is defined
as any activity relating to buying, selling, advertising, leasing, or
exchanging products or services for anyone's personal profit or gain.
5. Removal of Government property from the office for personal use.
6. Using Government-provided access to the Internet to present personal
views in a way that would lead the public to interpret it as an official
Government position. This includes posting to external news groups,
bulletin boards, or other public forums.
7. Using the Internet as a radio or music player. Such live stream use
of the Internet could strain the DOI network and
significantly slow communications, inhibiting DOI employees from
conducting official business.
8. Using "push" technology on the Internet or other continuous data
streams, unless they are directly associated with the employee's job. Push
technology from the Internet means daily, hourly, or continuous updates
via the Internet; e.g., news, stock quotes, weather, and similar
information.
Motor Vehicles/Aircraft/Boats: This policy does not apply to the use of
Government motor vehicles or aircraft (31 U.S.C. 1349(b)), boats, or other
means of transportation.
Telephones, including cellular phones are not covered by this policy. Such
use is covered by the DOI Telephone Use Policy at 377 DM 1,
Telecommunications Management.
Government Charge Cards: Government charge cards absolutely are not to be
used for personal use in any circumstances. (See DOI Integrated Charge
Card Guidelines and Bureau Supplements).
Government equipment not covered by this policy includes, but is not
limited to, the following: color copy machines; color printers when used
for color printing, scientific equipment; heavy equipment; photographic
equipment; computer projector equipment (i.e., LCD projectors); scanners;
slide projectors; overhead projectors; TVs; VCRs; specialized testing,
measuring or engineering equipment; machine shop tools and equipment;
firearms; map reproduction machines; lawn mowers; chainsaws; and any other
similar
equipment.
Conservation of Government Property: In using Government property,
employees should be mindful of their responsibility to protect and
conserve such property, and to use official time in an honest effort to
perform official duties.
2