TRUENORTH TECHNOLOGY POLICIES OVERVIEW

This includes but is not limited to : – Games – Non-work related software – Streaming media applications – Mobile device syncing applications (iTunes) THIRD PARTY SOFTWARE ONLY SOFTWARE APPROVED AND INSTALL BY TECHNOLOGY IS ALLOWED ON TRUENORTH MANAGED EQUIPMENT.

A 3GB mailbox will be provided to all TrueNorth staff and producers. An archive with an unlimited amount of space will also be provided for retention purposes. All s will be kept for 5 years after which time they will be purged from our system. – Exceptions to this rule may be made based on recommendations from the legal department. ELECTRONIC COMMUNICATIONS MAILBOX SIZE ATTACHMENTS / AMS / ENCRYPTION All communications should be stored in the appropriate agency management platform. Document sharing with internal contacts should not be performed through , but through the shared drive or SharePoint. All outbound s will be scanned for credit card numbers and social security numbers. If such information is found, the will be flagged for secure message delivery. This system may also be manual active by placing the work “secure” in the subject line of the message.

TrueNorth utilizes Skype for Business as its companywide instant message platform. All other instant message systems are prohibited. Use of personal accounts at work is also prohibited. This includes checking of personal on any TrueNorth managed equipment. PERSONAL AND INSTANT MESSAGING ONLY TECHNOLOGY APPROVED COMMUNICATION SYSTEMS SHOULD BE USED.

The shared drive is for sharing of documents with others inside our organization. This space is separated by department and by role, with permissions delegated accordingly. No personal information should be stored on this drive. Anything found to be personal may be removed after notification. DATA SHARING AND STORAGE SHARED DRIVE

Customer information should only be stored on encrypted TrueNorth managed devices. This includes both Laptops and tablets. All mobile devices must have a password or PIN lock for added security. It is the users responsibility to ensure all mobile devices and information are stored and handled securely when outside the TrueNorth building. MOBILE DEVICES

No files should be saved directly to your local computer. All documents and files should be saved in either : – Department specific document management platform (EPIC, GEN4, OverDrive, Paperwise) – Your Personal My Documents or Desktop Folder. Both of these locations are backed up for data retention and recovery. TrueNorth data and customer information should never be stored on a personal cloud storage service. Only TrueNorth approved solutions are allowed. DATA SHARING AND STORAGE FILE STORAGE

Internet should be used for business-related reasons during normal working hours. Games, streaming music and video as well as non-business related downloads are prohibited. TrueNorth blocks categories of sites deemed non-work appropriate including: – Adult/Sexually Explicit, Chat, Gambling, Personals & Dating, Glamour & Intimate Apparel, Sex Education, Hacking, Hate Speech, and Violence. TrueNorth companies does monitors the usage of Internet activity. INTERNET USAGE

It is required that you change your network password once every 60 days. This does not include any alternate passwords such as ADP, Gen4, Overdrive, etc. Passwords should never be shared with anyone internally or externally. Your TrueNorth password should be unique and not used for any other services. PASSWORDS PASSWORD GUIDELINES AND USAGE

All information and materials on TrueNorth systems and equipment is TrueNorth property and should not of any expectation of privacy in such information or materials. DATA OWNERSHIP

Additional information and full Technology polices are available on the polices section of the Technology Helpdesk. ADDITIONAL INFORMATION