Instant Messaging Policy

Purpose:

• Instant Messaging (IM) is a tool that allows communication between individuals. It operates on a real-time basis, meaning that as long as the individuals who are communicating are connected to an IM server, each party is able to see the connection status of the other and communicate with them almost instantaneously. Like a phone conversation, IM allows users to “chat” back and forth in real-time.
• Computer Services supports IM use for job-related activities with its supported clients (Pidgin IM for Windows, available for free at http://pidgin.im and Adium for Mac OS, available for free at http://adium.im).
• Usage of the Instant Messaging Service is open to all faculty/staff who are currently using the Zimbra GroupWare system. Faculty/Staff wishing to use IM that are currently on NPMail will have to switch to Zimbra
• Instructions for IM setup and use are available at the Zimbra IM page

IM Security:

• Instant Messaging, like any other type of software that utilizes network connectivity, has the potential for security-related issues. Most IM traffic is sent in clear text, which is not encrypted. Because of this, sensitive data such as usernames, passwords, Social Security Numbers, and account numbers that are passed via IM could possibly be read by parties other than the intended recipient(s). Clear text traffic also makes IM vulnerable to man-in-the-middle attacks, where a malicious third party intercepts and possibly manipulates IM traffic. Since this method is not secure, transferring sensitive data over IM is prohibited.
• Many IM clients provide for person-to-person file transfers. This is, in nature, similar to sending an e-mail attachment. All policies and guidelines pertaining to email attachments also apply to file transfer via IM (though IM can be used to send larger files person-to-person than traditional e-mail attachments.

Policy:

• The Instant Messaging service is meant to improve communications, not cause distractions. Because of this, individuals or departments can choose whether to use or not to use IM. They can also decide with whom they wish to use it to communicate. A department may choose to not use it at all, or choose only to use it for communication within their own department.
• You can access IM from home or a personal computer, but we cannot provide technical support for this.
• Communication via IM is intended for work/business purposes.
• Usage of the IM service is, as other forms of electronic communication using SUNY New Paltz systems or the SUNY New Paltz network, governed by the Acceptable Uses and Privacy Policy. Any user found to have violated this policy may be subject to loss of certain privileges or services but not necessarily limited to the loss of IM access, and other disciplinary actions or legal sanctions, civil and criminal.