This Ohio Public Library Information Network (OPLIN) operations policy establishes controls on the use of state-provided information technology (IT) resources to ensure that they are appropriately used for the purposes for which they were acquired. This policy references and endorses Department of Administrative Services policy IT-04, "Use of Internet, E-mail and Other IT Resources."
Any personal use of IT resources that disrupts or interferes with OPLIN business, incurs an undue cost to OPLIN, could potentially embarrass or harm OPLIN, or has the appearance of impropriety is strictly prohibited. Personal use that is strictly prohibited includes, but is not limited to, the following: violating of copyright law; operating a business; accessing sexually explicit material; and harassment.
Only state-approved cloud storage solutions, Microsoft OneDrive for Business and SharePoint Online, shall be used to store, share and manage OPLIN information in the cloud. Only data related to OPLIN business shall be stored in state cloud storage solutions.
If an individual is approved to participate in any online forums, chat rooms, instant messaging, listservs, blogs, wikis, peer-to-peer file sharing, and social networks, as part of OPLIN business, that person shall have completed Enterprise Learning Management System (ELM) courses on Protecting Privacy and Securing the Human before participating.
OPLIN staff shall understand that records created as a result of the use of state-provided IT resources may be subject to disclosure under Ohio's public records law and must be retained in accordance with state and OPLIN record retention schedules. In addition, the records created may also be subject to electronic discovery.
OPLIN staff shall avoid the appearance of impropriety and avoid the appearance of leveraging the stature of the state in the use of their assigned state email address. OPLIN email addresses, such as "firstname.lastname@oplin.ohio.gov," shall not be used for personal communication in public forums such as, or similar to, listservs, discussion boards, discussion threads, comment forums, or blogs.
Adopted 12 June 2015