INFORMATION COMMUNICATIONS TECHNOLOGY (ICT) POLICY

(April 2002 )

1. INTRODUCTION

This policy statement covers the period 2002-2005. The Board of Trustees will review ICT activities annually.

2. POLICY PRINCIPLES

RNSM recognises the importance of ICT to further both corporate and individual departmental objectives.

RNSM acknowledges that ICT is an essential tool for the operation of the museum, its collections management, its effective administration and governance, the advancement of its educational objectives, its provision of access to information, and its marketing.

3. POLICY OBJECTIVES

The following policy objectives will apply:

· to ensure that the use of ICT within the Museum conforms with corporate and departmental standards

· to ensure that the use of ICT is exploited fully to enhance the overall mission of the Museum

· to ensure the efficient management, use and acquisition of ICT hardware and software

· to ensure that staff receive full training in the use of ICT as appropriate to the requirements of their post

· to ensure best practice in the operation of ICT within the Museum

· to set aside an appropriate annual budget to achieve the above objectives

4. RESPONSIBILITIES

4.1 To ensure the use of ICT within the department conforms with corporate and departmental standards:

a. The Technical Services Manager is the ICT manager and has the responsibility of maintaining ICT standards within the staff, and ensuring that equipment and facilities are as modern as possible within the constraints of his budget.

4.2 To ensure the efficient management, use and acquisition of ICT hardware and software TSM will:

a. maintain a departmental inventory of ICT hardware and software.

b. discuss and consult with departments to ensure that the appropriate hardware/software is available for the job.

c. centrally manage the budget for the acquisition of ICT hardware and software.

4.3. To ensure that staff receive full training in the use of ICT as appropriate to the requirements of their post:

a. The Curator, Keepers, Education and Exhibition groups will discuss and consult with TSM in order to produce an ongoing statement of departmental ICT training needs

b. TSM will establish an ongoing programme of staff training as a result of the training needs evaluation and update.

4.4 To develop and fully exploit the use of ICT to further the mission of the Museum:

a. The Curator will expand and develop an effective system of collections management and documentation.

b. The Curator will examine and develop methods of increasing access to high quality collections records.

c. The Director will, through liaison with the Webmaster, act as the external ICT Coordinator. He will maintain and expand the presence of the Museum on the World Wide Web, tailoring products specifically designed for the National Grid for Learning, The Royal Navy Heritage Website, The 24 Hour Museum, and Cornucopia. Additionally he will maintain the ‘links’ profile.

d. The Administrator will make effective use of ICT for administrative and financial management within her department.

e. The Business Development Officer will maximize the use of the website for marketing purposes.

4.5 To ensure best practice in the operation of ICT, computer users will:

a. comply with the individual computer’s handbook

b. ensure that all Health and Safety guidelines regarding the use of computers are met.

c. ensure regular back-up of data and hard disk maintenance

d. maintain up-to-date anti-virus software, and prior to introduction, check all files to be transferred by floppy, CD ROM or other media, or downloaded via the internet.

e. not use unlicenced or pirated software.

f. regulate the use of the internet for personal use.

g. not introduce unsupported software without departmental approval.

h. conform with provisions of Data Protection Act.

j. as authors of digitised data, be aware of any long term cultural value of their data and ensure its effective maintenance, preservation and accessibility.

4.6 To set aside an appropriate annual budget to achieve the above objectives the Internal Management Team will:

a. identify a revenue budget to cover the costs of upgrade and/or replacement of hardware and software, and for staff training needs.

b. annually consider the implications and needs of ICT development for the development programme.

c. annually review the budget with a clear statement of priorities for expenditure for the following financial year.

Vice Admiral Sir Roy Newman KCB JP DL

Chairman of Trustees