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National Association for Accounting Administration:
 www.cpaadmin.org

 

 

 

Sample Technology Policy

(Firm Name)

Firm Technology Standards and Acceptable Use Policy of:

E-MAIL, VOICE MAIL, INTERNET, FIRM OWNED SOFTWARE

Effective (Date)

The firm is the sole owner of the above mentioned systems and any licensed software made available to firm staff. The firm provides these systems and software to the staff for business purposes only.

The staff is not afforded or provided any privacy regarding the usage of the firm’s system’s software or stored data files; the firm will monitor the usage of all of its systems and requires the staff to follow the acceptable standards as outlined below:

  1. All firm software and licenses are managed by the Firm Administrator and Network Administrator, who are the only persons authorized to load or copy software.
  2. No one other than firm staff is allowed to use firm software. Software or other documentation may not be copied, loaned or otherwise transferred to clients or others.
  3. No unlicensed software may be loaded or copied onto firm owned equipment without the authorization of the Firm Administrator.
  4. Use of or access to obscene or pornographic material is prohibited.
  5. Use of the network to transmit objectionable material likely to be offensive (at the firm’s discretion) to recipients is prohibited. A recipient may include others not intended to receive such materials. Therefore, profanity and graphical material out of the context of "professional" is prohibited.
  6. Any use of the systems or network to facilitate illegal activity is prohibited.
  7. Any use of the systems/network for commercial or for-profit purposes, unrelated to (Firm Name) is prohibited.
  8. Non-business or non-firm sponsored communication is prohibited.
  9. Non-firm product advertising or political lobbying is prohibited
  10. Users shall not seek information, obtain copies or modify files, other data or passwords belonging to other users or misrepresent self or others.
  11. Malicious use of systems/network to develop programs that harass others is prohibited; hate mail, harassment, discrimination of any kind is prohibited.
  12. Infiltrating or damaging a computer, systems or software is prohibited.
  13. No staff may enter into any fee arrangement or cause any fees to be billed to the firm, with a software/hardware vendor, without the approval of the Firm Administrator or Managing Partner.
  14. Game playing of any kind is prohibited.
  15. Downloading of any firm files is to be accomplished according to firm policies or with the approval of the Network Administrator or Firm Administrator.
  16. Items 1-15 above applies to firm owned laptop computers and their use outside the office.
  17. Firm owned laptop computers are to be secured at all times from non-firm employees.
  18. Remote access to the (firm name) network is to be approved by the Firm Administrator and their Team Leader. Staff shall not provide access or passwords to any outside party.
  19. Regular and timely checking for, and responding to, voice mail/e-mail message is required.
  20. When out of the office for business purposes, voice mail should be checked at least twice daily. It is each individual’s responsibility to make other arrangements when this cannot be accommodated.
  21. It is required that voice mail greetings be personalized and maintain professionalism. Delay of updating non-generic greetings provides an unprofessional and disorganized appearance to our clients and will not be deemed acceptable use.

 

Acknowledged and agreed:____________________________________ Date:__________________

Voice Mail Password:__________________