Use of Digital Tools in Employment at Metropolia

You can find the complete guideline on the OMA intra (requires login). Below is the summary of the guideline. 

Purpose and Application

Metropolia’s digital devices, systems, and services are primarily intended for work purposes. Occasional and limited personal use is permitted as long as it does not interfere with work duties or compromise information security. The guideline applies to all employees and, as appropriate, also to contractors and others who have access to Metropolia’s digital services.

General Principles

  • Devices and systems are intended for carrying out work tasks.
  • The guideline defines the main principles of Metropolia’s information security practices regarding the use of digital tools within Metropolia.

Use of Devices and Applications

  • Use Metropolia-owned computers, work phones, and other devices only for work purposes.
  • Occasional personal use, such as web browsing or checking personal email, is permitted if it is infrequent and does not compromise information security.
  • Metropolia’s software or licenses may not be used for personal purposes.
  • All organizational applications (such as email) should primarily be used for work matters.

File Storage and Data Lifecycle

Information Security Instructions

  • Beware of social engineering and phishing.
  • Do not connect unknown devices to Metropolia's equipment.
  • Use strong and unique passwords, and never use your Metropolia password for external services.
  • Take sufficient breaks and complete the required data protection and information security training.

Incident Reporting

  • Data protection breaches and serious information security incidents must be reported to IT Services via Metropolia’s service request system or, in urgent cases, by calling the Helpdesk.
  • All unusual events, device losses, or technical issues must also be reported to IT Services without delay, for example, by submitting a service request to the Helpdesk.

Remote Work Information Security

  • When working remotely, especially abroad, follow specific instructions, such as using a VPN connection, and do not work on an unsecured network.
  • Ensure your home office is secure and handle confidential materials appropriately, for example, by securely storing and destroying confidential documents.

Termination of Employment and Change of Duties

  • User accounts are closed when employment ends.
  • Access rights are updated immediately when job duties change.
  • A separate process guideline applies to the end of employment. This process includes detailed information security measures that the supervisor and the employee must carry out together at the end of employment. The process ensures, among other things, the preservation of necessary information for the organization, the termination of access rights, and addressing insider risk factors.

Compliance and Consequences

  • Failure to comply with these guidelines may lead to consequences imposed by Metropolia and/or as required by law.
  • Supervisors are responsible for ensuring that their staff are familiar with and comply with these IT, data protection, and information security guidelines governing the use of digital tools.

Tiivistelmä suomeksi Digitaalisten työvälineiden käyttö työsuhteessa Metropoliassa

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