Every organization and institution keeps an Acceptable Use Policy (AUP) to regulate access and utilization of its resources. An AUP is basically a list of DOs and DON’Ts reflecting on the organization’s requirements on resource use, storage, access, and sharing. Brown University is one of the top research universities located in Rhode Island. Being a leader in research, the University provides various study resources to its students, including access to library computers and email. This essay analyzes Brown University’s Department of Computing and Information services acceptable use policy.
Brown University’s AUP is geared towards preserving university resources, preventing data loss through malware and unauthorized access, facilitating access to University’s resources to all students, and ensuring confidentiality. It contains rules that guide data integrity and minimize liability. The goal is not only to protect the institution’s assets but also to protect user’s from risks associated with the use of such resources. The University’s AUP is clear and easy to follow, facilitating students’ adherence to its tenets.
The AUP is divided into several sections such as authorized use, equal resources’ share, personal rights and privacy, user compliance, and other inappropriate activities. The AUP enforces confidentiality by stating that when using another person’s computer, one must ensure to log out of every site and verify that their email and passwords were not saved in that device (Brown University, 2021). It holds that users shall not give out their passwords asking someone to check their email or tray to access another person’s email. When investigating potential misuse of an institution’s resources, permission must be granted by the appropriate office allowing a supervisor to log into specific computers and check stored information.
Integrity and availability are enforced through the fair use policy and laws’ adherence. To ensure integrity is preserved, Brown University’s AUP prohibits users from illegally reproducing copyrighted material and sharing it with others. Students must ensure that they carefully attribute the sources of information and do not store, use or distribute any material that could create a hostile work environment. In terms of availability, the AUP promotes equal sharing of university library resources and holds that the assets should not be used for personal gains outside the University, such as online shopping or campaigning.
Further information integrity is preserved through the AUP’s tenet on malware control. According to the University’s AUP, users are required to carefully read all policies given when registering for Brown University’s email (Brown University, 2021). They should only agree after reading the terms specified in the policy. Lastly, as the University sends occasional malware prevention tips and software, users are advised to take into consideration instructions given and protect their devices from malware. This facilitates data integrity by protecting users’ data from attack and compromise.
In my critique, I find the Brown University’s AUP quite comprehensive. It encompasses basically all aspects of information privacy, integrity, confidentiality, and access to an institution’s resources. Adherence to these rules is facilitated by easy-to-follow steps indicated in the AUP. I would recommend that the AUP includes regulations on personal devices brought to the University. The institution should ensure that these personal devices are only used for learning purposes within the institution and that the school’s network is not used for any activities outside the institution.
Organizations can take several steps to ensure compliance with their AUPs. The first step is ensuring the AUP is understandable. Everyone needs to understand the requirements before they can follow them. The second step is effectively communicating the AUP. Communication should be done every now and then. The AUP should be easily accessible in newsletters, university websites, and student handbooks to serve as a reminder at all times (Makady et al., 2017). Also, the institution should put in place a user monitoring system. Monitoring is critical to ensure that rules are followed and keep the resources free from unauthorized use. Lastly, institutions should develop clear corrective measures in case of misuse. There should be rules specifying the appropriate punishment for breaching the AUP. This step will serve as a reminder of consequences following misuse of resources, motivating users to adhere to set rules and regulations.
Brown University enforces compliance to its AUP by having clear and understandable guidelines. The AUP is available on the institution’s website, library, and school newsletters. These are easily accessible sites to all students implying that they are constantly reminded of the AUP’s requirement. Furthermore, the University clearly states that in case of misuse, it reserves the right to log into user’s accounts and evaluate the information stored therein. The institution reduces liability by guiding users on anti-malware options reducing the risk and losses that would arise from data and gadget loss.
Creating awareness of relevant organization policies is crucial for facilitating policy adherence. Organizations can use three essential methods to effectively create awareness of their AUP and other policies. First, they should choose the proper channels to display and explain the policies (Laughton, 2021). These channels need to be easily accessible and convenient to all users. Second, they require exciting ways of facilitating remembrance of these policies. This includes stories revealing how AUP was applied in institutions and the results. Lastly, AUPs and other policies should be integrated into the day-to-day activities.
In conclusion, AUPs are essential in defining the rules for services and products use. The Brown University’s AUP provides an example of acceptable use policy that has been effective in safeguarding the institution’s resources. An AUP is required to prevent misuse, promote accessibility, confidentiality, and integrity of information. These requirements are fulfilled in Brown University’s AUP through the limitations placed regarding its network use in and outside the institution. Using the appropriate and easily accessible communication channels facilitates awareness and remembrance of AUPs.
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References
Laughton, P. (2021). Hierarchical analysis of acceptable use policies. Web.
Makady, A., Ham, R., de Boer, A., Hillege, H., Klungel, O., & Goettsch, W. (2017). Policies for use of real-world data in Health Technology Assessment (HTA): A comparative study of six HTA agencies. Value in Health, 20(4), 520-532. Web.
Brown University (2021) Acceptable use policy. Computing and Information Services. Brown University. Web.