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Internet, Newsgroup, and E-Mail Policy
City of Issaquah, WA
October 1, 1998
CITY OF ISSAQUAH ADMINISTRATIVE MANUAL
Code # : 101-26
Index: ADMINISTRATION AND POLICY MANAGEMENT
Title: INTERNET, NEWSGROUP, AND E-MAIL POLICY
Effective Date:
10-1-98 Supersedes: 101-25
Mayor's Approval:[Ava Frisinger]
101-26-01 PURPOSE:
To establish a policy regarding use of the City's Electronic Mail, Internet, and Newsgroup sys tern, and to ensure that use of the Internet among employees of the City of Issaquah is consistent with City policies, all applicable laws, and the individual user's job responsibilities. The security of the City's network and resources must be considered at all times when using the Internet.
101-26-02 GROUPS AFFECTED:
All employees with Internet, Newsgroup, and E-mail access.
101-26-03 REFERENCES:
Employment Issues, Ryan, Swanson & Cleveland
E-Mail In The Workplace: How Much is Private? D. Michael Underhill and Thomas A. Linthorst
Sample E-Mail Policy, SHRM White Paper
Internet Acceptable Use Policy, City of Seattle, WA
Use of Electronic Mail and Other City-Wide Network Applications, City of Bellingham, WA
Electronic Communications Standards, Clark County, WA
Electronic Communications and Internet Policies, Kitsap County, WA
Employee Rights in Today's Electronic Workplace, Cairncross & Hemplemann
101-26-04 DEFINITIONS
E-Mail (Electronic Mail) - The transmission of information or reproductions from one computer terminal or workstation to another using surface transmission lines or satellite stations.
Internet - A worldwide network of computer networks that provides access to electronic mail, remote login, file transfer, and other services.
Newsgroups - A collection of message/binary postings grouped into categories.
101-26-05POLICY
The City of Issaquah maintains an electronic mail and information system that is connected to the Internet. This system is provided by the City to assist employees in conducting official City business.
A. The E-mail and Internet system hardware is City property. All messages or files composed, sent, or received on the system are, and remain, the property of the City. They are not the private property of any employee. All E-mail messages, downloaded Internet files, and downloaded Newsgroup data are considered to be City records and are not "private" or considered "confidential" to the employee in any way. The City reserves the right to access and disclose all messages sent over its Internet system for any purpose, consistent with Federal and State laws.
B. It is possible for deleted documents, messages, and Newsgroup data to be retrieved from a variety of points in the network. Employees should assume that electronic evidence discovery may recover deleted or unsaved data.
C. All Internet usage must be in compliance with all applicable laws and policies-for example, all Federal, State and local laws, and City policy. All of the City Personnel Policies, with regard to Violent, Abusive or Harassing Behavior and Sexual Harassment, apply to Internet and E-mail usage. Internet access via City resources, therefore, must not be used for illegal purposes.
D. Use of the City's Internet, Newsgroup, and E-mail system requires appropriate, efficient, ethical, and legal utilization of network resources. The information systems of the City are not to be used in a way that may be disruptive, offensive to others, harmful to morale, or potentially damaging to the City, its employees or individuals.
E. The City's Internet, Newsgroup, and E-mail systems are to be used primarily for City business. Internet for personal use is discouraged. However, if an employee uses it for personal use, it must be on the employee's own time. It is not to be used to solicit or proselytize others for commercial ventures, religious or political causes, or other non-job-related solicitations. Employees who intend on using the Internet for personal use, must receive approval from their department manager.
F. Intentional use of the City's Internet, Newsgroup, and E-mail resources to access, transmit, post, or process obscene or offensive material, inappropriate text, or files dangerous to the integrity of the network or personal computers are prohibited.
G. Among the files/messages that are considered offensive and inappropriate, are any files/messages that contain sexual implications, pornography, racial slurs, or any other comment that offensively addresses someone's age, sexual orientation, religious or political beliefs, national origin, or disability.
H. The Internet, Newsgroup, and E-mail systems shall not be used to send, receive, post, reproduce, or distribute copyrighted materials or confidential information without prior authorization.
I. The downloading and/or installation of any software application from the Internet onto a City computer is not allowed without prior written permission from the IS Manager and appropriate Department Head.
J. The use of aliases while using the Internet is prohibited. Anonymous messages and Anonymous Newsgroup postings are not to be sent. Also, the misrepresentation of an employee's job title, job description, or position is prohibited.
K. A user, in forwarding a message that originates from someone else, may not make changes to that message without clearly disclosing the exact nature of the changes and identity of the person who made the changes. If a message has been designated by its originator as privileged, it may not be forwarded without proof of consent from its originator.
L. Individual users must be aware and at times attempt to prevent, potential City liability in their use of the Internet. For that reason, all outgoing messages onto the Internet, that do not reflect the official position of the City or Department, should include the following disclaimer: "The opinions expressed here are my own and do not necessarily represent those of the City of Issaquah."
M. There is a wide variety of information on the Internet. When accessing the Internet, some individuals may unintentionally find some information on the Internet that he or she finds offensive or otherwise objectionable. Individual users should be aware that the City has no control over and, therefore, cannot be responsible for the content of information available on the Internet.
N. Users must not give out their individual E-mail password, and passwords should be changed on a regular basis. Users are responsible for messages sent via their account. Users should not tamper with someone else's account without their knowledge and consent. Unauthorized use of an E-mail account is in violation of policy.
0. Notwithstanding the City's right to retrieve and read any E-mail messages and monitor Internet/Newsgroup usage, E-mail should be treated as confidential by other employees and accessed only by the intended recipient. Employees are not authorized to retrieve or read any E-mail that is not sent to them. Any exception to this policy must receive prior approval from the IS Manager and the employee's department head.
P. The City's Intranet E-mail system (among City employees only) should not be used for messages of a personal nature, e.g. sale of personal belongings, open invitations to social events, etc., and should, instead be included in the "Employee News" or other appropriate City "bulletin boards."
Q. E-mail files, Internet, and Newsgroup usage may be monitored by Information Services staff. Security features, such as passwords, will not prevent monitoring of files and usage.
R. E-mail files, downloaded Internet files, and Newsgroup history, like any other file on a hard drive, are potentially retrievable and may be subject to public disclosure. Deleting an E-mail message or a file does not necessarily erase it from the system, and it could be retrieved later.
S. Employees are subject to disciplinary action for charging the City for unauthorized personal expenses made on the Internet.
T. Internet access must be authorized by the appropriate department personnel.
101-26-06 PROCEDURES:
A. All employees with access to E-mail and the Internet must sign the Internet, Newsgroup and Electronic Mail Policy Acknowledgement (see Exhibit A) prior to receiving access to the Internet. Original, signed Acknowledgment form to be turned in to Human Resources.
B. Any employee who discovers a violation of this policy should notify their department manager. Any employee who violates the terms of the contract or the policies set forth here may be subject to disciplinary action up to and including termination of employment.
Internet, Newsgroup, and Electronic Mail Policy Acknowledgement
I acknowledge that I have read and understand the policy on Internet, Newsgroup, and Electronic Mail usage, and agree to comply with all stated policies. 1, also, hereby consent that the City of Issaquah, or its authorized representative(s), may monitor, review, and/or copy any information on the electronic data processing system including the Internet, Newsgroup, and E-mail system, whether stored or in transit, at any time, and may, without further notice, disclose such information to any third party or parties, including law enforcement agencies. I am aware that violations of this policy may subject me to disciplinary action, up to and including discharge from employment. I am also aware that the City reserves the right to change its policies with regard to Internet usage.
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Employee Name (Please Print)
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Department
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Employee Signature/Date
Original to Human Resources Manager.