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Electronic Mail and Internet Access
City of Omak, WA
June 5, 2000

[From: City of Omak Computer Services Policies and Procedures, Resolution No. 17-00, passed June 5, 2000] p

Chapter 7 Electronic Mail

City of Omak’s ongoing commitment to information and records management includes the establishment of a City-wide Electronic Mail Policy that provides the policies by which electronic mail is to be used. The purpose of this program is to protect the organization during litigation, government investigation or audit, promote increased efficiency and reduce costs.

It is the responsibility of all employees, contractors, and vendors of the City of Omak to ensure that City records are maintained, used, transferred and disposed of in accordance with appropriate policies.

Department supervisors are responsible for implementing, reviewing and monitoring the City’s Electronic Mail Policy. This includes approving all modifications to the Policy and resolving any disputes that may arise regarding the policies. Department supervisor’s are responsible for administering the program on a City-wide basis, reporting program status, maintaining appropriate records, documenting the development and administration of the program and updating policies as required.

This Electronic Mail Policy is hereby adopted as the official City policy. This policy supersedes any and all prior policies.

Policy Philosophy

The primary purpose of City of Omak’s electronic mail system is to facilitate the timely and efficient conduct of City business. The system is also provided to encourage and facilitate the free exchange of business-related communications and ideas between employees.

Electronic mail is playing a significant and increasing role in City of Omak communications. All employees are responsible for adhering to City standards when electronic mail is created, sent, forwarded or saved. The failure to do so can put both the City and the individual user at risk for legal liabilities, embarrassment and other setbacks. These policies are meant to make employees aware of the risks associated with using electronic mail and to advise them on the City’s philosophy regarding such use.

Violation of these policies may result in the cancellation of the violator's eiectronic mail account and may be grounds for disciplinary action up to and including termination.

Policy 1 Retention of Electronic Mail

The City of Omak Records Management Policies apply to electronic mail and should be consulted for instructions on long term and/or permanent record storage.

Policy 2 Electronic Mail Messages Are Not Private

Do not expect any electronic mail messages to be private or confidential. The recipient of a message can forward it to any number of other individuals or groups. Messages may accidentally be delivered to the wrong recipient. Electronic mail may become evidence in legal proceedings. All users are required to consent that the City may review any messages on the system, may use any information for any purpose, and may disclose such messages to third parties. All messages should be composed with the expectation that they will be made public.

Policy 3 Prohibition on Inappropriate Message Contents

Electronic mail should be businesslike, courteous and civil. It must not be used for the expression of ill will or bias against individuals or groups, offensive material such as obscenity, vulgarity or profanity, jokes, sarcasm, or other non-businesslike material. Sexually explicit material, cursing and name-calling are not appropriate communications. Users who engage in such activity will be subject to disciplinary action.

Policy 4 Statement of Business Purpose, Right of Inspection and Duty to Report Abuses

The electronic mail system is intended for business purposes, not personal or recreational use. By using the electronic mail system, all users have consented that the City may, at its discretion, inspect, use or disclose any electronic mail or other electronic communications and/or data without further notice. However, inspection is not systematic and the City depends upon users to report offensive or inappropriate material.

Policy 5 Misdelivered Messages

If an electronic mail message comes to you by mistake, stop reading as soon as you realize that the message was not meant for you and notify the sender or system administrator immediately. It is impermissible, and may be a violation of law, to purposefully read electronic mail intended for another person without the express permission of that person.

Policy 6 Forwarding of Electronic Mail

A user, in forwarding a message which 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 confidential or privileged, it may not be forwarded without the written consent of its originator.

Policy 7 Non-Solicitation

The City's electronic mail system may not be used for commercial activities, religious causes, charitable solicitations, political activity, support for outside organizations, or other activities which are not related to the direct conduct of City business. This rule applies to both internal electronic mail communications and to electronic mail to or from persons outside the City.

Policy 8 User's Responsibility for Security

You are responsible for the security of your electronic mail account password and any electronic mail that is sent via your account. To protect your account against unauthorized use, please take the following precautions:

a. Log off from your electronic mail account before leaving your computer unattended. If you leave your electronic mail account open, and someone else uses it, it will appear as if you sent the message and you will be held accountable.

b. Do not give out your password. You are responsible for messages sent via your account. Correspondingly, do not use or tamper with someone else's account without their knowledge and consent. Unauthorized use of an electronic mail account may be unlawful and is in violation of City policy.

c. Change your password on a regular basis. Passwords can be stolen, guessed or be inadvertently made available.

Consent Waiver Form

Those employees who have signed and submitted a copy of the Employee Electronic Mail Account Waiver Form (see Appendix) are authorized to use City of Omak electronic mail system. Unauthorized access is a violation of law and City of Omak’s policies and may result in disciplinary action.

The consent waiver form acknowledges that an employee has read and understood the City's electronic mail policies and the employee consents to the City being able to access and/or utilize his or her electronic mail.

Chapter 8 Internet Access

With the widespread use of the Internet as an information exchange medium, employees are able to access data that exists on the World Wide Web (WWW). Along with this access to the Web comes the potential for abuses. The intention of this policy is to outline issues regarding access, and to set out the rules that should be followed for Internet access.

A. Accessing the Internet

Access to the Internet - employees are not to use their personal Internet accounts during work hours or use City equipment to reach personal related site. Internet access is limited to working hours unless after hours access is expressly given by the department supervisor. The City of Omak reserves the right to remove any employee from Internet access or other disciplinary action, including discharge for violation of these procedures.

Access Logs - it is the responsibility of Department Supervisors to ensure that all employees accessing the Internet keep an up-to-date Internet Access Log (see Appendix). This log may periodically be audited by Computer Services consultant upon the request of the Public Official for accuracy and completeness. A duplicate access log will be maintained by Computer Services consultant to assist in the auditing process.

B.Downloading Files

It is the City of Omak’s policy that files are not to be downloaded from the Internet without express consent by the employee's department supervisor. The possibility of downloading a file with a computer virus is great and care must be taken not to contaminate any computers in the City. Files downloaded from the Internet, or any other outside service, must be scanned by a virus checking software prior to being used on a City computer. Department supervisor’s can contact Computer Services Consultant for options available for virus checking downloaded files.

C. Uploading Files

It is City of Omak’s policy that files are not to be uploaded to the Internet without express consent by the employee's department supervisor. Files uploaded to the Internet have the possibility of being intercepted by others and used against the City's interest. Because of this, all sensitive data sent over the Internet to others is required to be encrypted.

D. Prohibited Uses of the Internet

Solicitation - the purchase or sale of personal items through advertising on the Internet is prohibited.

Harassment - the use of the Internet to harass employees, vendors, customers, and others is prohibited.

Political - the use of the Internet for partisan political purposes is prohibited.

Aliases - the use of aliases while using the Internet is prohibited. Anonymous messages are not to be sent. Also, the misrepresentation of an employee's job title, job description, or position in the City is prohibited.

Misinformation/Confidential Information - the release of untrue, distorted, or confidential information regarding City business is prohibited.

Viewing/Downloading of Non-City Related Information - the accessing, viewing, downloading, or any other method for retrieving non-City related information is prohibited. This includes, but is not limited to, entertainment sites, pornographic sites, or news related sites.

E. Legal issues

Copyrights - most of the information available on the Internet is copyrighted. It is illegal to reproduce or distribute copyrighted information regardless of it's source. It is the Department Supervisor’s responsibility to ensure that copyrighted information is not misused by the employees. Violation of copyright laws endanger the City and legal remedies include large fines.

Discrimination - harassing messages, derogatory comments, or other forms of discrimination based upon color, sex, religion, or creed is against the law. lt is the Department Supervisor’s responsibility to ensure that employees do not engage in discriminatory behavior while accessing the Internet. Violation of discrimination laws include fines and jail time.

Privacy - an employee's rights while accessing the Internet through the use of City property does not include the right to privacy. The City reserves the express right to monitor, in any way, the activities of the employee while accessing the Internet. Violation of City policy regarding Internet use is considered punishable. Court cases have upheld a business' right to monitor and discipline employees based upon electronic activities which are prohibited by a company's policy.

I hereby consent that the City of Omak, or its authorized representatives, may monitor, review, and/or copy any information on the electronic data processing system, including the electronic 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 government and law enforcement agencies.

I will maintain the confidentiality of my system password and will not permit access to my network account or to my electronic mail account by any person unless such access has been approved in advance by my immediate supervisor. If my password is disclosed to any other individual, for whatever reason, or if to my knowledge the security of my account is otherwise breached, I will immediately notify my supervisor.

I acknowledge receipt of the City of Omak Policy on Electronic Mail and agree to comply with all stated policies. I further acknowledge that City of Omak depends upon users to bring to its attention abuses of the electronic mail system and I agree to promptly notify my supervisor or elected official if such abuse comes to my attention.

Employee Name (Please Print)______________________________________

Department ______________________________________________________

Employee Signature: _____________________________________________________

PLEASE NOTE only those individuals who have signed and submitted a copy of this form are authorized to use City of Omak’s electronic mail system. Unauthorized access is a violation of law and City of Omak policies and may result in disciplinary action.

Department: _______________________________________________________________

Time: _______________________________________

Date: ______________________________________

Employee Name: ____________________________________________________________

Started: ___________________________________________________________________

Ended :_____________________________________________________________________

Sites Visited: ________________________________________________________________________________

_______________________________________________________________________________

Files Downloaded: _______________________________________________________________

This is to acknowledge that I have read and understand the City of Omak Computer Services Policies and Procedures. I understand that failure to follow the provisions of the Policies and Procedures could lead to the loss of my computer system privileges and/or more severe disciplinary action.

By signing below, I agree to abide by the City policy.

Employee Name (Please Print): ___________________________________________________

Department: __________________________________________________________________

Employee: ____________________________________________________________________

Signature: _________________________________________________________

Date: ________________________________________________________________________

THIS DOCUMENT WILL BE PLACED IN YOUR PERSONNEL FILE