Appropriate Use of Electronic Communication and Information Technology

MnDOT Policy #DM001
Revised: September 30, 2024

Please go to the MnDOT Org Chart to find specific contact information: Org Chart.

Responsible Senior Officer: Deputy Commissioner/Chief Administrative Officer
Policy Owner: Director, Office of Human Resources
Policy Contact: Labor Relations Manager, Office of Human Resources

Policy statement

The Minnesota Department of Transportation (MnDOT) fully adopts the enterprise policy, Appropriate Use of Electronic Communication and Information Technology, HR/LR #1423, which was issued by Minnesota Management and Budget and is incorporated herein by reference. MMB ensures that the enterprise policy is accurate and updated, and that relevant interpretations of the law are considered.

This policy should be read in conjunction with other applicable policies, including MnDOT’s Code of Ethical Conduct and Mobile and Portable Computing Device Use and Data Security policies.

The purpose of the state’s IT resources is to further the business of the state. Personal use of state IT resources is permitted only as provided in the enterprise Appropriate Use of Electronic Communication and Information Technology policy.

Every year, all MnDOT employees must sign the MMB Policy Acknowledgement form and complete the MnDOT Appropriate and Secure Use training and the MMB Security Awareness Training.

Employees who violate this policy may be subject to discipline, up to and including discharge. Violation of this policy also may be subject to criminal penalties as provided in M.S. §43A.39 and other law.

Reason for policy

The objective of the enterprise policy is to establish standards for the acceptable use of the state’s information technology (IT) resources and define the appropriate use of electronic communications. The policy requires agencies to:

Adopt and enforce the provisions of the enterprise policy.
Develop supplemental addenda as needed to address agency-specific needs regarding the appropriate use of the state’s IT resources that are consistent with the enterprise policy and the law.

Applicability

All MnDOT employees must comply with this policy.

Key stakeholders with responsibilities under this policy include:

Office of Human Resources
Managers and Supervisors
Employees

Responsibilities

Office of Human Resources

Enforce policy measures in a nondiscriminatory manner.

Managers/Supervisors

Be familiar with this policy and model appropriate behavior.
Report all behaviors or incidents that may violate this policy to the Human Resources Office.
Document and take timely and appropriate action when a complaint is made alleging violations of this policy and collaborate with Human Resources in the process.

Employees

Be familiar with this policy and the enterprise Appropriate Use of Electronic Communication and Information Technology policy.
Report all behaviors or incidents that may violate this policy to a manager, supervisor, or Human Resources Office.
Report all suspicious electronic communications to the Security Operations Center.
Comply with MNIT Services’ security measures and standards.
Complete required annual training and certification.

Policy Owner (Director, Office of Human Resources)

Review the policy every two years, or whenever MMB changes the enterprise policy, to ensure the policy remains up to date.
Ensure documents and training associated with the policy remain current.
Monitor state, federal, enterprise, agency, or other requirements that apply to the policy or procedures.
Consult with the Office of Chief Counsel to ensure the policy and procedures remain compliant with all state, federal, enterprise, agency, or other requirements.
Ensure that necessary approvals by state or federal agencies are obtained before changes to the policy or procedures are implemented.
Work with the Policy Coordinator to revise the policy and/or confirm its accuracy.
Communicate policy revisions, reviews, and retirements to stakeholders.

Resources and Related Information

Appropriate Use of Electronic Communication and Information Technology, HR/LR #1423
Code of Ethical Conduct
Mobile and Portable Computing Device Use and Data Security
MNIT Services’ security measures and standards
Business Data Catalog (BDC) – accessible from employee Intranet
MnDOT’s Policy Website

History and Updates

Effective

June 15th, 2015

Superseded

Policy 3.23, Appropriate Use of Electronic Communication and Technology; including Cellular Telephone Use Addendum.
- Effective January 3rd, 2012.

Revised

First Revision: August 23, 2023
Second Revision: September 30, 2024

Policy Review

This policy's next scheduled review is due September 2026.