Accessing and Using TVA Corporate Computing Resources

WHAT

TVA corporate computing resources and online services are defined as electronic mail, public folders, electronic bulletin boards, Internet (external), Intranet (internal), online applications, computer systems, and telecommunications equipment (data and voice). This communication practice establishes authorization and appropriate use of computing resources both internal and external to the Tennessee Valley Authority.

WHO

TVA Employees
Contractors

Access is authorized by TVA organizational management and the issuance of individual computer accounts and IDs. Computing resource users are individually responsible for the use of all resources assigned to them, and the sharing of IDs and passwords is prohibited.

WHY

Access to and the responsible use of information resources are essential to the pursuit of efficient business practices. TVA encourages the use of computing resources to enhance productivity through the efficient exchange of information necessary to accomplish the agency's mission. Use of all computing resources in TVA is to be utilized in support of legitimate TVA business interests.

HOW

All computers (servers and desktop computers), software license rights, internal computer networks, and the information residing on these computers and networks are viewed as corporate assets by TVA. Computer systems will display a logon banner similar to the following to advise users of TVA's intentions to monitor the use of these systems:

This computer system is owned by the Tennessee Valley Authority (TVA), an agency of the United States. Computing resource users are individually responsible for the use of all resources assigned to them. Please be aware that information, including personal information, placed on or sent over this system may be monitored. During monitoring, information may be examined, recorded, copied, and used as part of administrative, criminal, or personal actions as identified in Communications Practices 7 and 8. Use of this computer system, authorized or unauthorized, constitutes your consent to monitoring of this system. This computer system and all related equipment, networks, and network devices (including Internet access) are provided to authorized users for authorized purposes only as described in Communications Practices 7 and 8.

GUIDELINES FOR APPROPRIATE USE OF TVA COMPUTING RESOURCES

The use of software is governed by the terms of license agreements between TVA and software companies. Copying of software is prohibited unless specific right-to-use letters are in place from the software company. Home software on TVA equipment is prohibited.
Business sensitive or confidential TVA information and third-party information in an employee's custody are to be used only in the performance of official TVA business. Such information (electronic or printed form) is not to be divulged to any external entity unless warranted and authorized by the appropriate TVA official. The confidentiality of data and information is to be maintained by TVA policy and federal law.
Intentional attempts to gain access to TVA information or computing facilities for which individual authorization is not granted are prohibited. This includes utilizing TVA equipment to gain access to other organizations' information or facilities which are not freely published via the Internet.
Vandalism or malicious attempts to harm or destroy equipment, materials or data of TVA or any other organization via the Internet are prohibited. This includes, but is not limited to, uploading or creation of computer viruses for the purpose of damaging or altering information or data. Such action will result in disciplinary action or termination.
Appropriate standards for civility are to be used when using computer resources to communicate with fellow employees, business partners, and suppliers. Improper use constitutes placing unlawful, abusive, or objectionable language in either public or private messages. Messages sent or received that indicate or suggest pornography, unethical or illegal solicitation, racism, sexism, offensive language, chain letters, unauthorized broadcasts, or any types of activities which consume resources and cause network congestion are prohibited.
TVA computing resources are not to be used for personal gain, outside business activities, political activity, charitable activity, or promotion of personal, political, or religious beliefs.
Forgery or tampering with any online service is a violation of TVA policy. Examples of such are intentionally impersonating someone else and/or misrepresenting yourself; modifying a message content and forwarding it without noting the changes made; fabrication of a message and/or sender of a message; bypassing message/mail system security in a malicious manner such as bogus account creation; and modifying mail transport headers to forge a routing path that a message takes through the Internet.
Employees/contract employees should ensure that information is located on the appropriate servers and that these servers are regularly backed up; backup any critical data which resides on desktop personal computers; and ensure the security of any corporate data being transported on laptop computers.
TVA desktop computers are to be viewed as corporate assets and not personal computers. Nonsupported, nonstandard software should not be installed on desktop computers. Shareware, screen saver programs, or vendor software from the Internet should not be installed. TVA has a standard core set of office components and will move to new releases of office system technology and operating systems as an organization and when business interests warrant. All Information Services technical support, training, and installation and maintenance activities are aligned with the core set of desktop technology. Information Services will utilize automated tools to discover, audit, and deliver new software releases and assist problem resolution over the network.
Information Services' technical support organizations are authorized to download new/revised device drives and product upgrades from vendor Internet sites in the normal course of their duties.
PC-based applications utilized by organizations to support unique business functions approved by organization management are supported standard products. Information Services will test all future releases of the standard desktop with organizational quality assurance procedures to maintain interoperability.
Electronic mail is not guaranteed as private communications. Mail that leaves TVA and is routed via the Internet cannot be guaranteed as private due to the current design of the Internet. Appropriate TVA management and system administrators may see the contents of all electronic mail messages and share these with the OIG, OGC, IT Security, and TVA Police for purposes of administering this and other TVA policies and practices. All employees are advised that TVA has the right to access such data as needed without prior notice. Such access applies equally to digital data streams on the network, stored and archived digital data, hard copy data, video image data, and sound- or voice-generated data. Employee use of TVA's electronic mail system constitutes acceptance of these provisions.

PROCEDURES FOR HANDLING ALLEGED ABUSE OF TVA COMPUTING RESOURCES

Upon receipt of any complaint of alleged abuse of TVA computing resources, the Senior Vice President of Information Services or his/her designee shall determine whether enough cause is warranted to instigate action based on TVA Principles & Practices manual.

Appropriate TVA officials will be notified. Actions for abuse may result in warnings, termination, or judicial proceedings based on the severity of the offense.

Because of the unique nature of their duties, employees in the Office of the Inspector General may need to vary from these practices when in their judgment it is called for in the pursuit of their duties. Such variances will be authorized by the Inspector General or his designee on a case-by-case basis according to guidelines issued by the Inspector General.

Please refer to TVA Principles & Practices, Communications Practice 2, Telephone Use, the TVA Internet Development Procedure, and Communications Practice 7, Accessing and Using TVA Internet, Intranet, and Electronic Mail Resources for more detailed information regarding telephone use and the use of TVA Internet and electronic mail resources. Appropriate personal use of these services are detailed in those communication practices.

ROLES

TVA Employees and Contract Employees

Ensure that all computing resources are used to support legitimate TVA business interests.
Abide by the terms of license agreements and acknowledge that software programs are subject to copyright and patent law as defined in the license agreement.
Treat data and information maintained in the performance of duties as a valuable corporate resource.
Exercise good judgment when using computer resources to communicate with fellow employees, business partners, and suppliers.
Properly account for computer hardware assigned by factually completing the SMS MIF form which inventories all hardware on a monthly basis.

Information Services

Administer, protect, and monitor all computing assets.
Establish and support reasonable standards of security for electronic information that TVA employees produce, use, or distribute in the course of their duties. Ensure the privacy and accuracy of such information.
Protect TVA computers, networks, and information from destruction, tampering, and unauthorized inspection and use.
Ensure that information technology resources are used to support activities necessary to achieve TVA's mission and goals.
Delineate the limits of privacy that can be expected in the use of networked computer resources both within and external to the agency.
Ensure business practices are in place which minimize the loss of important information because of hardware, software, or administrative failures or breakdowns.
Communicate policies and individual responsibilities systematically and regularly.
Monitor policies and propose changes as events or technology warrant.
Manage Information Services' facilities and resources so all TVA organizations benefit from the use of information technology.
Enforce policies by restricting access in case(s) of serious violations. Assist the appropriate officials for follow-up and resolution of violations.

TVA Business Units

Work with Information Services to establish quality assurance mechanisms to ensure interoperability with TVA's standard desktop.

RESOURCES

Information Services
Office of the Inspector General

Last Revised 9/2000