Directors Need Technology Education Too

Most directors leave worries about computer technology either to the agency's IT person or to a contractual service that maintains the agency's internal and external systems. But in today's advanced technology world, directors also need to know the basics. Why? Ultimately what is viewed, sent and broadcast from your agency's computer systems is the director's responsibility.

The Internet is Big - Do You Know Where Your Employees Are?

Do you know what your employees are viewing on the Internet? Do you know what type of e-mails they are sending to other staff or outside individuals? Have you taken the time to review on a consistent basis what is on the hardware that your agency owns and operates? In many cases the answer is "no." This may prove to be dangerous for a director and detrimental to the agency.

Agency directors should provide clear and specific direction to the IT department and contractual agents concerning the material that staff members may have access to on the Internet. At your agency, a written policy should exist regarding all e-mail and Internet access. This policy should be enforced. No discussion. With the emergence of migrating viruses within the technology world, enforcement is vital to protecting your agency's computer system. With the constant barrage of e-mail sent and received on a daily basis, not enforcing your e-mail and technology policy could place your agency in a troublesome situation.

Who holds passwords to your phone, computer and technology systems? All directors of an agency should have the passwords for every system within the organization. Passwords should change at least on a quarterly basis, and a list of passwords should be given to the director. This will ensure that if an employee leaves for any reason, or if you have a human resource situation, the director has access to the system or can convey a necessary password to a contractor.

Impacts of Improper Use

How can your agency be impacted? Take the employee who sends a joke e-mail. Will other employees take the humor the same way? It is doubtful. What about an employee that is constantly surfing the Internet for personal reasons? Is this a good use of taxpayers' money? Or are employees visiting sites that would be detrimental to your agency's reputation if others found out that those sites were hit upon using a

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public-agency's computer? How about the employee who is visiting with friends and relatives through online social networking sites such as MySpace, Friendster, Classmates.com and a number of others? Is it networking or just visiting? Last, directors need to understand and make clear to employees that e-mails will not be sent from work that can be slanderous, create libel or place the agency in a precarious legal position.

Since the agency owns the hardware and software and controls, through policy, the actions of the employee, the employer may be held libel for actions of that employee. This includes actions on the Internet or through e-mail. Again, enforcement of an electronic use policy is vital for the director.

Technology Tips for Directors

Here are some tips for directors to remember regarding technology:

1. The director should have all passwords for employees and systems. These should be changed on a quarterly basis.

2. The director should review on a quarterly basis the agency's electronic telecommunications policy with staff.

3. Directors should periodically review employee e-mail and Internet use. This can be done with your IT person or contractual service.

4. Directors need to direct IT staff or contractual services to limit Internet access so that employees may not visit inappropriate sites. To get a clear idea of sites that are necessary and useful for employees at an agency, directors can cut off all Internet access at once and then start a list of sites that are important to visit such as IPRA, IAPD, NRPA, etc. This action will allow the opportunity for the director to review what needs to be accessible and what should not be accessible. If you hear grumbling, pointedly ask what site an employee needs to get to. You will be surprised by the answer.

5. Directors should require all employees and elected officials with agency e-mail accounts to have a well-written disclosure statement at the bottom of each e-mail sent. Here is an example:

Notice: This e-mail and any files transmitted with it are intended solely for the use of the individual or entity to which they are addressed and are considered privileged, confidential and/or exempt from disclosure under applicable law. The {agency)cannot accept liability for any statements made that are clearly the sender's personal comments and not expressly professional directives made on behalf of the {agency). Although the {agency) scans all e-mails for viruses, the recipient should still check this e-mail and any attachments for the presence of viruses. If you have received this e-mail transmission in error, you are not authorised to read, copy or distribute this message or any attachments, and we ask that you please delete this message and any attachments and notify the sender by return e-mail or telephone. Disclosure or distribution of the e-mail is strictly prohibited unless authorised by the sender and may result in legal action.

The ultimate responsibility for the agency and its actions lies on the director's shoulders. With emerging technology and the greater knowledge base of tech-savy employees, it is vital that all directors keep up with technology and learn how to access information when desired or needed. There is a lot for a director to know, maintain and do; technology is another arena of knowledge that is just as vital as parks, recreation, human resources, marketing and all other aspects of running a professional park and recreation agency. Failure to keep tabs on your agency's technology and who may be using (or misusing) it could result in legal battles, public embarrassment and bad public relations for the agency and director.

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