Asterby and Goulceby Parish Council - IT Policy
Proposed and adopted – December 2025 (downloaded and amended via LALC)
Next Review – December 2026 (Annual)
1. Introduction
Asterby and Goulceby Parish Council (known as the council) recognises the importance of effective and secure information technology (IT) and email usage in supporting its business, operations, and communications.
This policy outlines the guidelines and responsibilities for the appropriate use of IT resources and email by council members, employees, volunteers, and contractors (as applicable).
At the time this policy was proposed and adopted, there was no equipment, software, devices or network provided to the Clerk or Councillors. However, the council is reviewing the email account for the Clerk to align with Assertion 10 coming into effect for the next Audit (25-26).
2. Scope
This policy applies to all individuals who use the council’s IT resources, including computers, networks, software, devices, data, and email accounts (as applicable).
3. Acceptable use of IT resources and email
The council IT resources and email accounts are to be used for official council-related activities and tasks. Limited personal use is permitted, provided it does not interfere with work responsibilities or violate any part of this policy. All users must adhere to ethical standards, respect copyright and intellectual property rights, and avoid accessing inappropriate or offensive content.
At the time this policy was adopted, there are no IT resources provided and the Clerk/Councillors utilise council specific emails for the purpose of council business.
4. Device and software usage
At the time this policy was adopted, there are no IT resources provided.
5. Data management and security
All sensitive and confidential council data should be stored and transmitted securely using approved methods. Regular data backups should be performed to prevent data loss, and secure data destruction methods should be used when necessary.
The clerk is responsible for regularly backing up council business.
6. Network and internet usage
Downloading and sharing copyrighted material without proper authorisation is prohibited.
7. Email communication
Email accounts provided by the council are for official communication only. Emails should be professional and respectful in tone. Confidential or sensitive information must not be sent via email unless it is encrypted.
Be cautious with attachments and links to avoid phishing and malware. Verify the source before opening any attachments or clicking on links.
8. Password and account security
The council users are responsible for maintaining the security of their accounts and passwords. Passwords should be strong and not shared with others. Regular password changes are encouraged to enhance security.
9. Mobile devices and remote Work
When working remotely, users should follow the same security practices as if they were in the office.
10. Email monitoring
The council reserves the right to monitor email communications to ensure compliance with this policy and relevant laws. Monitoring will be conducted in accordance with the Data Protection Act and GDPR.
11. Retention and archiving
Emails should be retained and archived in accordance with legal and regulatory requirements. Regularly review and delete unnecessary emails to maintain an organised inbox.
12. Reporting security incidents
All suspected security breaches or incidents should be reported immediately to the designated IT point of contact for investigation and resolution. Report any email-related security incidents or breaches to the IT administrator immediately.
The Clerk will act as the IT Administrator.
13. Policy review
This policy will be reviewed annually to ensure its relevance and effectiveness. Updates may be made to address emerging technology trends and security measures.
14. Contacts
For IT-related enquiries or assistance, users can contact the Clerk.
All staff and councillors are responsible for the safety and security of the council’s IT and email systems (if applicable). By adhering to this IT and Email Policy, the council aims to create a secure and efficient IT environment that supports its mission and goals.