Sample Only
E-Mail and Internet Usage Policy
City of Port Angeles, WA
[From:City of Port Angeles Personnel Policy and Procedures Manual]
2.14 ELECTRONIC MAIL & INTERNET USE
1. Electronic Mail Security Policy
Electronic messages generated on or handled by electronic communications systems
are the property of the City and are not the private property of any users of
the electronic communications services.
The City of Port Angeles electronic communications systems shall be used for authorized City business only. Users are forbidden to intentionally use electronic communications systems for unauthorized, non-City related charitable endeavors, religious or political causes, private business activities, personal activities, amusement/entertainment purposes, or other non job-related communications.
2. Offensive Messages
The City of Port Angeles prohibits the display or transmission of sexually explicit
images, offensive or disruptive messages and cartoons, gender-specific comments,
as well as the use of ethnic slurs, racial epithets, any comment that offensively
addresses someone's age, sexual orientation, religious or political beliefs,
national origin, disability, or anything that may be construed as harassment.
3. User Accountability
Employees are expected to not divulge their individual passwords. If users need
to share computer resident data, they should utilize message forwarding facilities,
public directories on local area network servers, and other authorized information
sharing mechanisms. To prevent unauthorized parties from obtaining access to
electronic communications, users shall choose passwords which are difficult
to guess. Passwords to avoid are family member names or pet names, or obvious
work-related words.
4. Employee Responsibilities
Except as otherwise specifically provided, employees may not intercept, disclose,
or assist in intercepting or disclosing electronic communications that are not
sent to them or they are not the intended recipient. Information Services is
responsible for servicing and protecting the electronic communications networks.
To accomplish this, it occasionally may be necessary to intercept or disclose
electronic communications. Management reserves the right to enter an employee's
E-mail file for business purposes. To this end, employees are required to make
their computer passwords available to IS and their Department Head. Management
may examine E-mail communications at any time without prior notice.
5. Retrieval of Information
Employees shall not use a code, access a file, or retrieve any stored information,
unless authorized to do so. Employees should not attempt to gain access to other
employee's computers without their permission. All computer pass codes must
be provided to supervisors.
6. Purging Electronic Messages
Messages no longer needed for business purposes must be periodically purged
by users from their personal electronic storage areas. After a certain period
(generally 6 months) electronic messages backed-up to a separate data storage
media (tape, disk, CD-ROM, etc.) will be deleted.
7. Policy Violation
Any employee who discovers a violation of this policy shall immediately notify
the Finance Director, who shall inform the City Manager. An employee who violates
this policy or uses the electronic communications for improper purposes shall
be subject to disciplinary action.
8. Internet Security Policy
This policy describes the City of Port Angeles policy regarding Internet use
and security. All Internet users shall be familiar with and comply with these
policies. Questions and concerns about specific policy applications should be
directed to the Information Services Division.
8a. Information Movement
All software down-loaded from non-City sources via the Internet must be screened
with virus detection software prior to being invoked. Down-loaded software should
be tested on a stand-alone, non-networked, non-production computer. If the down-loaded
software contains a virus, worm, or Trojan horse, then the damage will be restricted
to the involved machine.
Contacts made over the Internet should not be entrusted with confidential City information unless a due diligence process has first been performed. Users shall not place City material (software, internal memos, etc.) on any publicly-accessible Internet computer unless the posting of these materials has first been approved by the appropriate Department Head.
All publicly-writable directories on City Internet-connected computers shall be reviewed and cleared each evening. This process is necessary to prevent the anonymous exchange of information. Examples include pirated software, purloined passwords, stolen credit card numbers: and inappropriate written or graphic material.
8b. Information Protection
Wiretapping and message interception is straightforward and frequently encountered
on the Internet. Confidential, proprietary, or private information of the City
must not be sent over the Internet unless it has first been encrypted by methods
approved by the I.S. Division.
Credit card numbers, SCAN numbers, telephone calling card numbers, log-in passwords, and other parameters that can be used to gain access to goods or services, shall not be sent over the Internet in readable form.
Exchanges of software between the City and any third party shall not proceed unless a written agreement has first been signed by the Department Head and I.S. Such an agreement shall specify the terms of the exchange, as well as the ways in which the software is to be handled and protected.
Copying of software in a manner that is not consistent with the software vendor's license is strictly forbidden. Likewise, off-hours participation in pirate software bulletin boards and similar activities is prohibited. Reproduction of words posted or otherwise available over the Internet shall be done only with the permission of the author/owner.
8c. Expectation of Privacy
City employees or volunteers using City information systems and/or the Internet
should realize that their communications are not automatically protected from
viewing by third parties.
At any time and without prior notice, the City reserves the right to examine E-mail, personal file directories, and other information stored on City computers.
8d Access Control
City employees or volunteers shall not establish Internet or other external
network connections that could allow non-City users to gain access to City of
Port Angeles systems and information.
8e. Reporting Security Problems
Whenever passwords or other system access control mechanisms are lost or suspected
of being stolen or disclosed, the I.S. Manager must be notified immediately.
All unusual behavior, such as missing files, frequent system crashes, misrouted
messages, etc. shall be immediately reported to the IS Division.