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E-Mail and Internet Usage Policy
City of Des Moines, WA
November 1, 1997

[From: Des Moines Personnel Manual, Section 8(J)]

J. Electronic mail (e-mail) is a fast and efficient way to communicate within an organization using an internal e-mail system and externally using the Internet. The Internet is also a powerful research tool that can greatly expand the amount of information gathered on a subject and reduce the amount of time it takes to conduct research activities. It is the policy of the City of Des Moines to encourage the use of e-mail and the Internet to communicate inside and outside our organization. Furthermore, it is the City’s policy to encourage using the Internet as a research tool. Employees should use good judgment and common sense when using e-mail and the Internet and be aware of the following:

1. The Internet is to be used to access web sites for city business only unless specifically authorized by the Department Director.

2. The City’s e-mail may be used for personal use in a similar manner as the use of city telephones for personal local phone calls. In addition, personal e-mail messages are not to be composed or sent on city time. If an employee sends an e-mail message that incurs an additional cost than what the basic rate that the City pays for access, the employee is responsible for the additional cost.

3. All e-mail messages, files down-loaded from outside sources, and other electronic files (e.g. memos, reports, etc. in computer files) are considered official city business records and are subject to Washington State’s Public Disclosure Act and the laws governing the retention and destruction of public records. Informational messages such as meeting notices, reminders, informal notes and telephone messages should be deleted once the administrative purpose of the message is served. Significant messages and electronic files should be retained in accordance with the record retention schedule for the category of public record into which the message or file falls. As provided under traditional rules of legal discovery and the Public Disclosure Act, certain e-mail messages and files are exempt from public disclosure, including privileged work product and attorney-client communications.

4. Caution should be used when downloading files due to computer viruses. A virus checking software should scan any files downloaded from the Internet.

5. All uses of e-mail and the Internet must conform to all city policies and guidelines regarding standards of conduct, discrimination, equal employment, sexual harassment, unlawful activities, and interpersonal interactions. E-mail and the Internet should not be used to solicit others for commercial ventures, religions or political causes. Use of electronic media for jokes, gambling, games or derogatory remarks is prohibited.

6. E-mail messages and all electronic records are not considered the private property of employees. The City may monitor or audit such records at any time without prior notice to ensure compliance with applicable laws and city policies.

7. Employees also should be aware that e-mail is not private because the sender or recipient might inadvertently send it to the wrong person or save it to a public part of the disk, someone may see it on the screen, or print it, and it is stored with all the other material when backups are completed.

8. Violations of this policy may result in disciplinary action, up to and including termination.