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Administrative Regulations
City of Iowa City
Title: Internet/Intranet/Electronic Mail Policy
A.R. Number: Effective Date: 3/14 Page: 1 of 1
Supersedes: May, 1999 A.R.: Dated: 3/14
City of Iowa City
INTERNET/INTRANET/ELECTRONIC MAIL POLICY
The following represents a policy regarding access to and disclosure of activity conducted on the City’s
internet/intranet/electronic mail system.
1) The City owns and maintains an internet/intranet/electronic mail system hereafter referred to as “system.” This
system is provided by the City for the purpose of conducting City business.
2) The system hardware and software are owned by the City and as such are City property. Additionally, all messa ges
composed, sent, or received on the system are and remain the property of the City. They are not the private
property of any employee, and employees should not consider any communication via the system confidential,
personal, and/or private.
3) The use of the system is for the conduct of City business. Personal business or other non-job related activities
should be minimized. Supervisors may further limit or restrict personal use.
4) The system shall not be used to solicit or persuade for commercial ventures, religious or political causes, outside
organizations or other non-job-related solicitations, except for items posted to the City’s intranet bulletin board
(bulletin board guidelines and regulations are explained at the bulletin board site).
5) The system shall not be used to send (upload) or receive (download) copyrighted materials, trade secrets,
proprietary financial information, or similar materials without specific prior authorization.
6) The system shall not be used to create or retrieve any offens ive or disruptive messages or files. Among those which
are considered offensive are any messages or files that contain any comment that offensively addresses someone’s
age, color, creed, disability, gender identity, marital status, national origin, race, religion, sex, or sexual orientation.
7) The confidentiality of any activity or message should not be assumed or expected. Deleting a message may not fully
eliminate the message from the system. Further, the use of passwords for security does not guarante e
confidentiality. The system automatically records information such as origin, destination, content, and amount of
time used. The City Manager or designee may direct Information Services staff to monitor sites accessed. The City
Manager or designee also reserves the right to access, review, and audit all messages and files created, received,
or sent over the system for any purpose, even after said message or file is deleted. The contents of any electronic
mail or file may be disclosed without the permission or prior notification of the employee who sent or received the
message or created the file. The City is not responsible if “hackers” retrieve, and make public, employee system
activity. Thus, considered caution should be used when transmitting privileged or confidential material via
the system due to potential monitoring and/or access by unintended recipients. The confidentiality of any
activity or message should not be assumed or expected. Deleting a message will not eliminate the message
from the system. All email will be archived for a minimum of three (3) years.
8) Employees shall not use a code, access another employee’s messages or files, or retrieve or modify any stored
information, unless authorized to do so by a supervisor. All computer pass codes must be provided to supervisors
upon request.
Administrative Regulations
City of Iowa City
Title: Internet/Intranet/Electronic Mail Policy
A.R. Number: Effective Date: 3/14 Page: 1 of 1
Supersedes: May, 1999 A.R.: Dated: 3/14
I have read the Internet/Intranet/Electronic Mail Policy and agree to abide by the terms and conditions listed above. I
understand the system is a privilege, not a right, and that if I violate this policy or attempt to use the system for improper
purposes, I shall be subject to discipline, up to and including discharge.
Employee Name (print) Employee Signature Date