U.S. Department of Commerce
Office of the Chief Information Officer

Internet Use Policy

What is the purpose of this policy and to whom does it apply?
What is Commerce policy regarding Internet use by its personnel?
Is any personal use of the Internet allowed?
What is excessive resource use?
Are there any activities explicitly forbidden?
Do these restrictions apply to all Internet services?
How would the Department know if personnel violate these rules?
May this policy be modified?
Where can I get information on related policies?
Who can address questions about this policy?

What is the purpose of this policy and to whom does it apply?

This policy provides general guidance regarding Internet use by Department of Commerce personnel who are authorized to use Commerce resources, subject to any supplemental policies of your operating unit and your office, where applicable. This policy covers all Internet services, including but not limited to, use of the World Wide Web, e-mail, file transfer, remote computer access, news services, social networking, instant messaging, blogs, wikis, and video and other file sharing sites. The policy applies whether the Internet use is from Commerce facilities or from remote locations.

Where the term “personnel” is used in this policy, it applies to employees, contractors, associates, and others who are authorized to use Commerce resources.

What is Commerce policy regarding Internet use by its personnel?

The Department encourages mission-related use of the Internet. Internet services provided by the Department, like other Government equipment and resources, are generally to be used only for authorized purposes, such as Government business, research, training, and professional development.

Internet use requires responsible judgment and compliance with applicable laws and policies. It is subject to management discretion. Users must be aware of and follow information technology security and privacy policies. See the IT Security Program and Minimum Implementation Standards.

Is any personal use of the Internet allowed?

Limited personal use of the Internet during working or non-working hours, including the use of e-mail, World Wide Web access, and the use of personal computers, networks, and printers to support such access, is authorized, provided it does not interfere with official duties, pose a security risk, create the impression that the individual’s personal views or activities represent the official position of the Commerce Department or its operating units, or consume excessive resources.

What is excessive resource use?

This is ultimately a matter for management judgment, but generally excessive resource use includes such activities as: burdening an e-mail box with personal and/or non-business-related content, creating or transmitting personal mass mailings or chain letters, downloading or sending large personal files via e-mail, or downloading large non-work-related audio or video streams. See the Broadcast E-Mail Policy (Intranet only) for additional information on mass mailings. Also, any level of personal use that interferes with an individual’s work efficiency is excessive.

Are there any activities explicitly forbidden?

Yes. Personnel may not use Department Internet services, including e-mail, for the following activities during working or non-working hours:

• Pursuit of private commercial business activities or profit-making ventures (e.g., personnel may not operate a business or pursue non-Federal employment activities with the use of the Department's computers or Internet resources). This includes any compensated, outside employment.

• Engagement in matters directed toward the success or failure of a political party, candidate for partisan political office, or partisan political group, or in activity in support of political fundraising.

• Engagement in any prohibited direct or indirect lobbying. See the Lobbying Policy.

• Use that could generate or result in an additional charge or expense to the Government.

• Unauthorized creation, downloading, viewing, storage, copying, or transmission of sexually explicit or sexually oriented material. (In certain circumstances, such as during the conduct of administrative investigations, this activity may be authorized.)

• Participation in or encouragement of illegal activities or the creation, downloading, viewing, storage, copying, or transmission of materials that are illegal or discriminatory.

• Unauthorized access to Commerce or other networks or systems or access in a manner that violates the policies of the owner.

• Activity that interferes with legitimate access to Commerce or other networks or systems.

• Unauthorized use of networks or systems for which authorized access is granted.

• Unauthorized destruction of Commerce or other data or resources.

• Unauthorized sharing of Commerce information or software not authorized for disclosure or use by others or in a manner that is not authorized, to include peer-to-peer file sharing.

• Transmission of sensitive information without adequate security protection.

• Use of Government e-mail addresses in a manner that may give the false impression that an individual’s otherwise personal communication is authorized by the Department. You may not use your title or the name of a Commerce office when using Government e-mail for personal communication, because that might imply the communication is official. If a personal e-mail or other electronic message could be misunderstood to be an official communication, a disclaimer must be used in the message. A disclaimer might be: “The following message is personal and does not reflect any official or unofficial position of the United States Department of Commerce.”

• Use of an individual's title or the name of a Commerce office when using a social networking site, blog, wiki, video or other file sharing site, or other Web site or Web service for personal reasons. Such use might give the false impression that an individual’s personal communication represents the Department. If a posting or other electronic message could be misunderstood to be official, give consideration to not posting or sending the message at all. If, after balancing all considerations, such as productive participation in a personal scientific discussion on a blog, you decide to continue, you must post a clear and prominent disclaimer, such as: "This participation is personal and does not represent the United States Department of Commerce." Also, a personal communication on a topic related to the individual’s work at the Department of Commerce should disclose the individual’s affiliation. If in doubt, ask your supervisor or manager for guidance.

• Personalization of Government-provided e-mail accounts with religious or secular messages or imagery, which could create the appearance of Government endorsement of your private activities or beliefs.

• Engagement in unauthorized charitable fundraising (Broadcast E-Mail Policy (Intranet only)) or solicitation of volunteers for fundraising.

• Engagement in any activity that would bring discredit on the Department or would violate any statute or regulation.

Do these restrictions apply to all Internet services?

Yes, this policy covers use of all Internet services, including but not limited to the World Wide Web, e-mail, file transfer, remote computer access, news services, social networking, instant messaging, blogs, wikis, and video and other file sharing sites.

How would the Department know if personnel violate these rules?

Department of Commerce personnel should be aware that their use of Government equipment may be monitored or recorded. Anyone using Government equipment consents to such monitoring. If monitoring reveals evidence of possible misconduct or criminal activity, such evidence may be referred to law enforcement or other officials for appropriate action. In addition, direct observation of receipt of inappropriate materials may be cause for such action.

May this policy be modified?

This policy may be supplemented by guidelines established within individual Commerce organizations. It also may be supplemented by Web content filtering or other automated procedures that may restrict access to selected Web sites. If you have any questions or concerns about permitted or non-permitted activities, ask your supervisor or manager.

Nothing in this policy is intended to negate any provision in an existing collective bargaining agreement. Prior to implementation of this policy, all applicable labor relations obligations must be met. Refer questions regarding labor relations obligations to your servicing human resources office.

Where can I get information on related policies?

See the following:

Broadcast E-Mail Policy (Intranet only),

Telecommunications Management Policy,

IT Security Program and Minimum Implementation Standards,

Department Administrative Order 219-1, Public Communications,

Department Administration Order 202-751, Discipline.

Who can address questions about this policy?

For information on violations, contact your servicing human resources office. For other aspects of the policy, contact Ed Albetski, chair of the Webmasters Advisory Group, at (202) 606-9901 or WAG@doc.gov.

Supersedes policy dated: March 11, 2004
Approved by: Suzanne Hilding, Chief Information Officer, December 19, 2008
Revision status: None