The DLS hosts impactful iGaPP information session

Posted on January 25, 2023

On Wednesday, 16 November 2022 the Department of Library Services (DLS) Information Governance and Privacy Protection (iGaPP) committee presented a Hybrid Information Session in the Research Commons Auditorium, at the Education Library.

The session was opened by Mr. Isak van der Walt, who focused on the Electronic Communications Policy (ECP), email etiquette, and the Acceptable Use Policy (AUP). Isak opened his talk by addressing various scenarios that staff may be faced with and how they could be addressed.

He then unpacked the purpose of the ECP policy, which is to regulate the use of the University’s electronic infrastructure and facilities. Isak explained the legal rights and duties of the University of Pretoria (UP), which can be found here. Key points that were shared:

  • You are not allowed to share or disclose any usernames and passwords of any UP systems with or to a third person
  • You may not store, or forward any SMS, email, files, or website where permission from the originator has not been obtained
  • You need to refer to the University of Pretoria in all outgoing communication
  • The University of Pretoria has the right to monitor communication under certain circumstances
  • Email, instant messaging, and SMSs have the same status as formal communication

Isak then moved on to UP’s email etiquette document. Below are a few useful aspects one should keep in mind regarding email communication:

  • Be professional, even when sending an informal email
  • Always make use of the subject field to indicate the content and purpose of the email
  • Use carbon copy and blind copy appropriately
  • Be conscientious when sending group emails
  • Keep messages short and concise, and use a neutral tone
  • Ensure your signature has your contact information
  • Respond to emails timeously
  • Do not overuse “reply all”
  • Be aware of confidentiality
  • When out of the office, do engage “auto-reply”
  • Remember email is not private

Lastly, he addressed the AUP, which includes acceptable practices regarding access to and use of all computing resources, including, but not limited to, computer facilities and services, computers and electronic devices, wired and wireless networks, internet services, electronic mail, electronic information resources, and servers and software systems provided and/or owned by the University.

The general standards of conduct for all users of the University's computing resources require:

  • Using the resources responsibly, efficiently, ethically, and legally
  • Truthfulness and honesty in personal and computer identification
  • Respect for the rights and property of others, including intellectual property rights
  • Respect for the value and intended use of human and electronic resources

The following actions which are deemed illegal, fraudulent, unethical, dishonest, damaging, disrespectful, disruptive, and/or irresponsible are not allowed:

  • Misuse and breaching of passwords, access, and privacy rights
  • Distribution of malware and spam
  • Impacting network functioning and security
  • Damaging or destroying equipment or information
  • Excessive and personal use of the network and resources
  • Illegal activities

Mr. Maritz Visser was the second speaker and he spoke about the POPIA act, which was signed into law in 2013 and implemented on 1 July 2020. The purpose of the act is to implement regulations to protect personal information and one’s right to privacy.

He explained the eight Information Protection Principles, being:

  • Accountability
  • Processing Limitation
  • Purpose Specification
  • Further Processing Limitation
  • Information Quality
  • Openness
  • Security Safeguards
  • Data Subject Participation

The last speaker was Ms. Anna Siwela, who gave staff an overview of the iGaPP Programme. Anna used library-related scenarios to demonstrate the amount of content the DLS processes and is responsible for.

Mr. Lubabalo Booi facilitated the Q & A Session, whereby participants made use of a tool called Mentimeter to anonymously post questions to the speakers. This session was well received and kept the audience engaged. Ms. Veliswa Tshetsha graciously summed up the Information Session with closing remarks and thanked all for their presence and fruitful discussions.

Below are some useful iGaPP information resources:

For more information, please feel free to contact iGaPP at [email protected]

- Author Veliswa Tshetsha, Anna Siwela & Viveka Pillai

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