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Microsoft Lync

Policy

Policy summary

West Yorkshire Police has established a policy procedure to provide clear standards and guidelines to police officers and staff, regarding the use of Microsoft Lync and other instant messaging (IM) applications.

Aim The aims of this policy procedure are to:

• explain the appropriate use of instant messaging, specifically Lync as a communication tool;

• set out the responsibilities of all staff when sending and receiving instant messages, voice to voice calls or video conferencing; and

• explain how to contact partner agencies and Forces externally.

Scope This policy procedure applies to all police officers, special constables

and police staff and police support volunteers. Where the term ‘employee’ is used in this policy procedure, this means all of the above. Police support volunteers will not routinely be allowed access to Lync and a business case should be submitted for IT approval in the unlikely event this is required.

Compliance Employees should acquaint themselves and comply with the following:

• Equality Act 2010 • Freedom of Information Act 2000 • Data Protection Act 1998 • Human Rights Act 1998 • Computer Misuse Act 1990 • Official Secrets Act 1989 • Management of the Police Information (MOPI) • West Yorkshire Police Protective marking policy procedure.

Chapter 1 Definitions

A ‘record’ A record is:

“information created, received and maintained as evidence and information by an organisation or person, in pursuance of legal obligations or in the transaction of business. (BS ISO 15489:2001)

Federated Federated users can be other forces or agencies who already have a

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NOT PROTECTIVELY MARKED user version of Lync installed and have passed the relevant West Yorkshire

Police security checks. Users can connect directly to these ‘federated’ users.

Chapter 2 Principles

Introduction Lync is designed to facilitate business communication and the sharing

of corporate information and enables internal users to communicate directly with each other using: • Instant Messaging (IM); • Voice to Voice calls; or • Video Conferencing. Lync provides additional methods of communication – it is not intended as a replacement for email.

Force undertaking

The Force will monitor Lync usage to ensure that it is being used for valid policing/business purposes and that best use is made of the product. Lync includes real-time ‘presence’ information which provides information on the availability of a contact denoted by a colour coded indicator on the left-hand side of a contact’s name. The presence status is designed to enable a more productive work environment whereby Lync users are fully aware if their colleagues are available for contact, it is not intended as a performance monitoring tool.

Employee undertaking

Employees are responsible for their own actions in relation to the use of Lync in all its forms and should be aware that stored conversations can be disclosed: • at Court; or • as part of a Freedom of Information or Data Protection request. See storage section within the procedure for guidance on automatic and user selected storage.

Inappropriate content

Employees should report any communications they receive which contain inappropriate content to the Professional Standards department via ‘Anonymous Messenger’ mailbox.

Protective marking

Lync does not have an inbuilt protective marking facility, therefore IM should only be used for content that is Not Protectively Marked. For Restricted content, the Force email system must be used.

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NOT PROTECTIVELY MARKED Breaches Any breach of this policy procedure may result in users being liable to

discipline and/or a criminal investigation.

Related guidelines

Users should fully acquaint themselves with the following related guidance documents: • computer use policy; • protective marking (Government Protective Marking scheme) policy;

and • records management policy.

Profile images

Use of profile images

Photos can be uploaded to an individual’s Lync account, as well as shared across other Microsoft products. All profile images uploaded to Lync must: • be appropriate and professional, e.g. the person must be dressed

appropriately for representation throughout the organisation; • be the person associated with the account only; • be a front facing image of the individual; • not include contact information, your name, or other text in the

image; and • be reviewed by the user on an annual basis to ensure it remains

appropriate. Uploading of inappropriate photos will lead to disciplinary action where appropriate.

External third party users

External use Lync supports direct communication with other ‘federated’ agencies

and Forces who have: • met the relevant WYP security checks; and • a version of Lync installed. An IT request must be submitted where federation is required with partner agencies. Other external users will be permitted to access meetings and conferences using their web browser without the need for the Lync client being installed. For further information visit the Lync intranet site.

Third party When engaging with external third party contacts users must ensure

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NOT PROTECTIVELY MARKED contacts all parties adhere to the same principles as an employee of the Force.

When participating in meetings with third party contacts you must only share or discuss information in line with established Information Sharing Agreements.

Further advice

For further advice contact IT Business Engagement.

Admin Last reviewed: January 2015 Scheduled for review: January 2016

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