No: IT_04

Policy Name: Intranet usage

Objective:
Provide guidelines for the appropriate use of the company's Intranet to improve the
productivity and effectiveness of our staff and company and to maintain security of our
Intranet assets.

Applies to:
All employees

Key guidelines:
The company Intranet is a proprietary web based source of content, knowledge base,
and process tool for our internal employees and managers. Security measures have
been established to allow company employees and managers access to appropriate
sections of the company's Intranet to assist in their efforts in conducting business for our
company.

 All full time employees of the company are approved for access to the company
Intranet. Part time employees and contracted resources must have management
approval for Intranet access.
 Intranet security passwords are the responsibility of each individual authorized to
access the Intranet. Passwords are not to be shared, swapped, or given out in any
form. Keep passwords hidden from view and protect the integrity of your company's
employee information.
 The CIO and Intranet Steering Committee are responsible for setting the goals and
objectives for the company's Intranet, determining priorities for adding new content,
and for maintaining the integrity of the Intranet site.
 The CIO and Intranet Steering Committee are also responsible for defining, creating,
and maintaining consistent format for all web sites and pages developed for the
Intranet regardless of original department source.
 Each of the company's operational and support departments will be represented in
the Intranet Steering Committee to provide content and processes that enhance
 employee knowledge and productivity. Submit feedback and suggestions to your
department representative.
 All content residing on the company's Intranet is the property of the company.
 Maintenance of the Intranet is an assigned role established by the CIO.
 The company will provide a central Home Page access that will be the employee's
main entry point into the company's Intranet as follows:

INTRANET

Home

Support Company News

Dept. #2
Services Dept. #1
Dept. #3

 Departments may include links in department sites/pages for downloading

documents and files in the following formats:
 Microsoft Excel
 Microsoft Word
 Microsoft Access
 Microsoft PowerPoint
 Adobe PDF
 Visio
 Images and video files approved by the Steering Committee
 Downloaded files from the Intranet are considered proprietary information of the
company and should be treated as such.
 Our company's Intranet represents an ongoing reflection of the company and
organizations within the company. It is every employee's right and obligation to
provide input that constantly improves the accuracy of all content and includes new
material for consideration that enhances your experience with the company.
Guidelines for Establishing a Web Site on the Intranet
The following steps are general guidelines for adding new Intranet content:
1. Develop your idea to do an Intranet web site.
2. Review Intranet Guidelines and Policy.
3. Discuss your proposed web site project with your department's manager.
4. Determine if another effort already exists:
 IF YES: Consider whether efforts should be combined.
 IF NO: Proceed to the next step.
 5. Gain submission approval from your department head.
6. Contact your department's Intranet Committee representative for guidance in any
part of the web site process.
7. Determine if the Intranet is the best format for your purpose:
 IF NO: Discontinue your plans for an Intranet web site and investigate
alternative solutions.
 IF YES: Continue to the next step.
8. Sketch out information and proposed organization of your web site.
9. Web Site Plan must be approved by function/business management including all
associated costs and staffing.
10. Gain Department Head approval to fund the project.

11. Submit to Intranet Committee for approval.

12. If approved, assemble and develop content required for each web page.

13. Submit design to assigned Intranet development manager.

14. Define with Intranet development staff the project objectives, scope, and

required participation from your department to develop, QA, and implement the

new Intranet web site or functionality.

15. Participate as required in developing and implementing the new site.

16. Maintain content and hyperlinks of web site according to Intranet guidelines.

Samples:
None

For questions, call:

For questions or comments, please call your IT Department at Ext. 5555.

Last revision date:

December 12, 2009