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Use and misuse of IT and telephony equipment

General

BDP has invested heavily in information technology and our facilities are made available to all staff for the purpose of BDP’s business, their use must always be in a professional manner. The flexibility and freedom of communication provided by information technology is considerable, but this also presents the risk for misuse of this valuable company resource. Detailed guidance is provided to all staff on how to comply with our procedures in this respect.

Misuse of BDP’s IT and telephony equipment and facilities is regarded as a serious disciplinary matter and will, in some circumstances, be treated as gross misconduct justifying immediate dismissal. Staff, and other parties provided with access to BDP’s IT systems, who are under any doubt about their responsibilities and obligations should raise any concerns over a particular situations with your local office IT representative to seek guidance on best practice.

The points below summarise BDP policy and main requirement, although this is not exhaustive. All parties interfacing with BDP’s IT systems should be aware of the following:

  • Use of Non-BDP devices: Employees, contractors and visitors to BDP may connect a non-BDP device to our network only in order to receive an internet connection following agreement of Central IT. Employees may also use their personal smartphone to access email provided appropriate security provisions are in place. Full network access by non BDP computers will not be provided.
  • Data Storage: All project data should be saved to the appropriate network folders and not be held on local PC or laptops. BDP computers and network areas should not be used for storing any personal data, images, music or video files. BDP cannot be held responsible for loss of personal data held on our network that does not comply with this policy.
  • Privacy: All BDP employees are provided with a personal network account, password and email address. The password which is required to be changed in accordance with our password policy. Staff should not give the details of your password to other users as shared data is placed elsewhere on the network and should lock their PCs on those occasions when they are away from their desks.
  • Software: Most software requires BDP to have a licence for each installation. Failure to adhere to software licence agreements could lead to BDP facing prosecution, therefore, only authorised, correctly licensed software may be run on BDP PCs. No attempt should be made to install additional software on any BDP PC or Laptop without prior authorisation from Central IT.
  • Internet Use: Access to the internet is provided for staff to search for material that is relevant to their work. Any web browsing should be limited to work related topics and any material downloaded to our networks must also be work related. Reasonable, appropriate personal use of the company’s internet facility is permitted but should be limited to outside normal working hours. Internet usage is monitored and regularly reviewed by Central IT across all access points including Visitor and mobile networks.
  • Social Media Policy: BDP recognises and accepts that employees may keep personal blogs on the Internet and that social media sites are a useful method of communication. It is however expected that certain standards of conduct are observed to protect both BDPs legitimate business interests and our employees from the dangers of inappropriate use. Should there be any concerns over the application of this policy advice should be taken from Central IT or Communications before publishing comments or material.
  • Pornography and other offensive material: Access to images, audio, video and text material that is pornographic, or may be provocative or offensive to anyone is strictly forbidden. Attempts to access and/or display such material through the BDP network or any service such as Desktop, Laptop, iPhone, iPad, Visitor wifi etc will be treated as Gross Misconduct and may result in immediate dismissal.
  • Email: All Email messages sent from or received by are recorded, can be stored indefinitely and have a copy made of them and held off site for disaster recovery purposes. Staff should be aware that the content of email is subject to all laws such as those relating to copyright, defamation, data protection and public records as well as statutes concerning the sensitive issues of harassment and pornography. Any statements made by employees that contravene our Equal Opportunities and Dignity at Work Policy, are libellous, or in breach of confidentiality, offensive or slanderous will attract both corporate and personal liability and disciplinary action.
  • Instant Messaging: BDP utilises Instant Messaging to simplify the communication of short messages in lieu of using Email. In general IM will be less formal than Email, but should still use proper language and content to maintain professionalism. Employees must be aware of the risks that can contribute to the legal liabilities of the company when communicating using IM and adopt the same approach outlined for email use.

Responsibility for the Policy

For the purposes of this policy, the Information, Technology & Process Director will have primary responsibility for the regular review and update where appropriate. The responsibility for the appropriate and effective application of the policy across each studio is with the Studio Chair (UK) or Studio Leader (International).

This is BDP's Use and Misuse of IT and Telephony Equipment Policy and as chief executive I commit myself and the company to it.

John mcManus signature.jpg

John McManus
Chief Executive
Date: 14 August 2017