KPFA may grant employees, independent consultants/contractors, and other individuals access to electronic information resources for the purpose of fulfilling their responsibilities to the station. These resources can encompass
- computers;
- telecommunications devices, voicemail, and fax machines;
- smartphones and PDAs;
- audio and video equipment;
- email, team collaboration platform (Slack) and electronic calendars;
- internet (e.g., the web) and station network access;
- facility access through electronic methods, such as door codes or access cards; and
- systems or platform access.
The station retains the right to limit or withdraw access to these resources at its discretion. Individuals, upon being granted permission to use and access station’s electronic information resources, are required to
- adhere to station policies governing resource usage;
- safeguard and uphold the privacy and confidentiality of station information they can access; and
- only disclose confidential information as permitted by station policy under specific conditions.
Users are expected to comply with all relevant policies and laws while utilizing the station’s electronic information resources. Misuse is subject to discipline by management.
Examples of misuse include, but are not limited to, the activities in the following list:
- violating any applicable state or federal law or regulation;
- using resources for personal financial gain or non-station commercial purposes;
- accessing resources for personal use resulting in noticeable, incremental costs to the station through lost productivity, direct charges, or interference with station operations;
- employing email for unauthorized mass messaging, such as distributing chain or spam emails, which strains electronic communications resources;
- sharing or granting access to resources, such as station-issued computers, with unauthorized individuals;
- installing unauthorized software or equipment, without permission from the engineering department;
- disclosing confidential or sensitive information without consent or authorization from management;
- violating policy or measures intended to ensure network, computer, and data security and to safeguard against theft or loss;
- violating copyright law, such as sharing copyrighted electronic material without permission or engaging in illegal file-sharing activities;
- violating terms of software licensing agreements;
- creating a hostile work environment;
- using a departmental or functional email account (e.g., [email protected] or [email protected]) or mailing list (e.g., Listservs) for unofficial or unauthorized purposes (e.g., sending out endorsements of candidates);
- assuming a false identity or masking the identity of an account or machine without permission;
- implying station endorsement of a product, a service, or a statement of a station entity without approval from management;
- presenting, without authorization from management, as representing a position, giving opinions, or making statements on behalf of the station or a station department; and
- using the station’s name or logo without appropriate authorization.
Access to Electronic Communications Records
The KPFA Electronic Communications Policy (ECP) governs access to electronic communications records.
Monitoring of Content: As a general policy matter, the station does not monitor the content of electronic communications without the user’s consent.
However, users should be aware that access to and inspection of electronic communications (including email) may be authorized under specific conditions, as outlined in the ECP. For instance, this could occur when there is reason to believe that a law has been violated or when there is a crucial and time-sensitive operational requirement.
The ECP’s procedures for non-consensual access will be followed where necessary.
Users should also be mindful that access to, inspection of, and preservation of relevant electronic communications (including email) is required by federal law when the station reasonably anticipates a lawsuit may be filed against it or when it’s engaged in legal action.
Unplanned Absences or Separation: Users should be aware that in the event of an unplanned, extended absence, the station may need to access an individual’s electronic communications to ensure business continuity.
Such access will be carried out with the least examination of contents possible, following the ECP guidelines. The individual will be notified of this access upon their return to work. After an individual departs from the station, the station may access electronic communication records for business purposes and might delete electronic files, including email.
Protection of Personal or Confidential Information
Access to station information, including data records, is authorized for employees and users as needed for assigned duties, in accordance with those duties.
The station’s electronic information resources, to which users are provided access, may contain personal or confidential information or data records related to KPFA members and staff, as defined by station policy and the State of California.
Organizational information, which may encompass financial data, employee-identifiable information, intellectual property, non-public financial information, contractual details, competitive advantage-related data, and information from any source or form (such as paper, magnetic, or optical media, conversations, film, etc.) might be classified as confidential. The confidentiality and integrity of information are to be upheld and its accessibility maintained. The value and sensitivity of information are protected both by law and by Pacifica Foundation, Inc.’s rigorous policies. These laws and policies are designed to ensure that confidential information remains confidential and is used only as necessary to accomplish the mission of Pacifica Foundation, Inc.