21 April 2025

MEMORANDUM FOR The Department of Military Affairs
SUBJECT: Inappropriate Use of Government-Owned Information and Communication Technologies – TAG Policy Memorandum 18

1. References:
   1. Title 5 U.S.C., Code of Federal Regulations Part 2635 (Standards of Ethical Conduct for Employees of the Executive Branch)
   2. DOD Joint Ethics Regulation (JER), dated 15 May 2024
   3. State of Wisconsin IT Security Policy Handbook, dated 1 August 2024
   4. WI State Statute § 16.971 (Responsibilities of department)
2. Purpose. This policy applies to all users of government-owned information and communications technology (ICT) systems and networks. The purpose of this policy is to define and prohibit inappropriate use of government technology resources in accordance with references a-d.
3. Government ICT is for official government business use to improve the efficiency and effectiveness between our internal users and external customers and partners. ICT is a finite resource and must be used efficiently to obtain organizational effectiveness. Inappropriate use of ICT may cause system degradation or compromises to system security. Therefore, inappropriate enterprise ICT use may lead to disciplinary action against military and civilian employees or cause contractor dismissal.
4. For purposes of this policy, ICT includes but is not limited to computers, mobile electronic devices, radios, printers, conference bridges, web- or desktop-based collaboration platforms, video teleconference systems, televisions, DVD players, faxes, scanners, tablets, phones, and copiers.
5. Commanders and supervisors at all levels must ensure anyone using ICT systems and networks understands permissible and unauthorized uses of those systems. In general, it is unacceptable for a Department of Military Affairs/Wisconsin National Guard (DMA/WING) user to access, use, submit, publish, display, or upload and/or download on any government network or system any information which:
   1. Violates or infringes on the rights of any other person, including the right to privacy.
   2. Contains defamatory, false, inaccurate, abusive, obscene, pornographic, profane, sexually» oriented, threatening, racially offensive, otherwise biased, discriminatory, or illegal material.
   3. Violates military or state regulations or policies prohibiting sexual harassment or harassment based on a protected status.
   4. Encourages the use of controlled substances or uses the system for the purpose of criminal intent.
   5. Is used for any political activity, political fundraising, or to promote or advocate for a particular political candidate, position, or policy.
   6. Uses the system for any other illegal purpose, private fund raising, or commercial activity.
6. Email is an essential component of our daily operations. Email users must use email resources responsibly and abide by normal standards of professional and personal courtesy and conduct. Email, as with any ICT, will not be used in a way which:
   1. Interferes with official duties, undermines readiness, or reflects adversely upon the organization, such as uses involving profane and illegal material, unofficial advertising, or soliciting.
   2. Interferes with others’ email use or email systems, such as broadcasting unsubstantiated rumors, chain letters, warnings, or spam.
   3. Causes unneeded, additional traffic that degrades other users productivity, such as sending large attachments versus links, inappropriate or organization-wide announcements, or resending information already transmitted.
7. Voice telecommunications is another key communication component and is subject to the same usage considerations as other ICTs. While voice systems lack capability to move information, usage entails a system and fiscal cost. Therefore, voice systems are only used for official business that is necessary and relevant to the government.
   1. Users should use four- or six-digit dialing (on-net calls) when available.
   2. Defense Switched Network (DSN) is the principal long-distance voice communications network for the Department of Defense (DOD) and must be used for long-distance calls. The DSN system is for official calls only.
8. Classified Communications: Most state and federal government communications systems are not secure. DMA/WING employees will not transmit classified information over any communication system except with approved security procedures and practices (e.g. from secure networks and workstations protected with encryption). DMA/WING employees should exercise extreme care when transmitting any sensitive information, personally identifiable information, or other valued data. Information transmitted over an open network (such as unsecured fax or telephone) may be accessible to anyone else on the network.
9. By using government ICT, users give consent to monitoring. Electronic files, voicemails, logs, and email sent and received are the property of the organization, not the employee. Users are potentially liable for costs incurred by inappropriate ICT use. Reimbursement to the government may include additional administrative processing fees.
10. Users must always be cognizant of ICT risks regarding information security and operations security (OPSEC). ICT is a ubiquitous part of our society. Lines dividing connectivity and ICT capabilities used in professional work assignments blur with those of personal capabilities, posing risks and lowering barriers to rapid and widespread information sharing. However, employees may use government ICT for occasional and incidental personal communications. Employees must bear in mind OPSEC and information security when using ICT for personal use. Users must ensure that personal communications:
    1. Do not interfere with the organization’s operation or performance of official duties.
    2. Are conducted after duty hours, on breaks, or on non-government devices and systems, when reasonable.
    3. Do not degrade enterprise information systems performance.
    4. Do not create additional government expense (i.e. Strive to use calling cards and toll-free numbers for long-distance calls to external entities.). Long-distance calls into the Wisconsin Army and Air National Guard entities do create a cost to the hosting agency.
    5. Are conducted by the employee only and not by any outside, non-employed entity.
11. Users may submit complaints about inappropriate ICT use to their respective supervisors or information management office. If inappropriate use is substantiated, organizational ICT management personnel will inform the employee’s commander / supervisor to consider appropriate disciplinary or corrective action. Substantiated claims may also be referred to the judge advocate or state legal counsel for further review.
12. The point of contact for this policy is the Chief Information Officer (CIO)/J6 at (608) 242-3650.

Matthew J. Strub
Major General (WI)
The Adjutant General