A guide to using social networking websites and blogs

Transcription

1 Acceptable use policy for Internet users Supporting documentation A guide to using social networking websites and blogs Version 1.0 (final) October

2 Introduction... 3 Definitions... 3 Social networking websites... 3 Blogs... 3 Requesting Access to social networking sites... 3 Advice to users... 4 Keep your work life and private life separate... 4 Set it up through proper channels... 4 Think about how far you need to interact with others... 4 Don t interact with problem users or groups!... 5 Follow these Top Tips for using Social Networks safely... 6 Know the rules... 6 Use secure passwords... 6 Check default settings... 6 Be picture prudent... 6 Beware of Big Brother... 6 Secure your computers... 6 Think before you click... 6 Stranger danger... 6 Document formats

3 Introduction This document should be read and interpreted in conjunction with: Acceptable use policy for Internet service users Supporting documentation: FAQ s and jargon busting Definitions Social networking websites These include sites such as Facebook, Twitter, Myspace, Bebo etc. These sites are not available to Council and Trust users by default, but where a valid business case can be produced by your Line Manager or Head of Service, access may be granted. Blogs These are internet diaries, sometimes encompassing forums that allow you to give advice, ask questions or comment on what others have said. The content of a blog may vary from the mundane through to highly specialised. These sites are available to Council and Trust users with internet access. Twitter A mechanism for broadcasting short messages; these can include hyperlinks or photos. The broadcasts, known as tweets, go only to your followers. Followers are persons who have expressed an interest in what you are saying. It s an ideal medium for keeping you, your team or your party up to date with the latest news on key topics, especially when Twitter is loaded as a mobile phone application. Requesting Access to social networking sites Good business cases for requesting access to social networking sites tend to fall into 2 main categories: Publicising an Council or Trust event or activity to the public or to specific groups of people Keeping current about events or activities of groups or individuals with whom the Council or Trust has a relationship or interest - 3 -

4 Advice to users Keep your work life and private life separate By registering with a social networking site or blog you are potentially placing elements of your private or professional life on-line to be viewed by the general public, colleagues, friends and others. If you wish to join a social networking page, group or blog in your capacity as a Council or Trust Officer, your profile and your blog and any other web content must be both appropriate and professional. Avoid using profiles from your private life (no matter how interesting it is) but instead create a professional profile appropriate to the task in hand. Conversely, if you use social networking in your private life, you must not set up clients and customers as friends there, especially where they are vulnerable people or children. Finally, if you add work colleagues or managers as friends or you must be careful with any critical comments you make about them; these can be considered as a form of bullying or harassment. Set it up through proper channels If you want to create a social networking page or group, a blog or even a website for the Council or Trust or if you want to advertise on these sites, this should be done in co-operation with your organisation s Web, Communications or Marketing teams as follows: LBC Web Team Luton Culture Luton Culture Marketing Manager Hat Factory Hat Factory Marketing team Active Luton Active Luton Marketing team Co-ordination through these teams ensures consistent branding, a formal approval process and gives you access to experienced and skilled staff and opportunities to maximise the effectiveness of your activity with supporting marketing activities. Think about how far you need to interact with others The extent to which it is possible to monitor or interact within social networking sites depends on the construction of the site and the security applied by users of the site. It is often possible to keep updated on events without actually joining the site. MySpace is a good example of this. For other sites, e.g. Facebook, you can t interact at all without joining the site

5 Once you are a member of the site you will usually be able to see more content and further interact with users. Don t interact with problem users or groups! In a small number of cases access to social networking sites may be required to monitor the activities of events, groups or persons that pose a risk to others or are involved in criminal or fraudulent activity. You are strongly advised to avoid direct interaction with such people. By interacting e.g. becoming their friend on Facebook you may be placing yourself or others in a position of personal risk. Further advice on this subject and mitigating this risk can be obtained on request from the Council s Information Security Officer

6 Follow these Top Tips for using Social Networks safely Facebook, Twitter, LinkedIn and all the rest are great. Take a look at these top tips to avoid opening the door on data loss, identity theft and malware infection. Know the rules Make sure you know where to find policies and guidance our organisation Intranet > Policies and Procedures> Use secure passwords What s behind a password? Your life! If it s cracked, your life s for sale. Make it really secure ideally you should use at least 14 characters and mix in upper and lower case, numbers and symbols. Check default settings Social media sites have large numbers of connected users. Make sure you check each site s default settings so your details aren t on public display and minimise the amount of personal information you provide. Be picture prudent Be careful what pictures you show and try to avoid adding compromising or embarrassing images that might harm you, your organisation or your customers. Beware of Big Brother Using social media sites as a diary is OK if you want family, friends (and enemies) and anyone else to know everything about you. Secure your computers Your life is valuable, as are our customers and employees! Hackers want our data. So only use computers with up-to-date security software and effective firewalls. Think before you click Never click on links just because you know the sender some malware takes control of other user s accounts and then automatically sends infected messages to you and other contacts in an attempt to infect them. If the looks dodgy it probably is. Stranger danger Be wary of anyone trying to get your details by sending unsolicited invitations, friend requests or applications. If you don't know the person, the best thing to do is to ignore the request

7 Document formats Copies of this document are available on request in alternate fonts, in braille or in audio format upon request