HomeMy WebLinkAboutInternet/intranet/electronic mail policyINTERNET/INTRANET/ELECTRONIC MAIL POLICY
Last Updated: May 25, 1999
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
messages 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. 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 offensive 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
guarantee 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, privileged or
confidential material shall not be communicated via the system due to potential monitoring.
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.
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.
Prior to being issued access to the Internet,
you will be required to sign this policy.
Contact your supervisor for a copy of the form to sign.