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INTERNET AND ELECTRONIC MAIL POLICY 1 I. Purpose Electronic mail, Internet and telecommunication access are resources made available to City employees to communicate with each other, other governmental entities, companies and individuals for the sole benefit of the City. II. Policy The City of Lewiston Internet/Electronic Mail (e-mail) System is designed to facilitate City business, as well as City-related communication between employees and other business associates for messages or memoranda. Since no computer system is completely secure, the Internet/e-mail system is not intended to transmit sensitive materials, such as personnel decisions and other similar information which may be more appropriately communicated by written memorandum or personal conversation. The Internet/e-mail system, including hardware and software, is City property and intended for City business. The system is not to be used for an employee’s personal gain. All data and other electronic messages, sent or received, within the system are the property of the City of Lewiston. Under certain circumstances, e-mail messages have been found to be public record and may be subject to right-to-know laws, depending on their content. In addition, the City, through its system administrators and department supervisors, reserves the right to review the contents of employee’s e-mail communications when necessary for City business purposes. Employees may not intentionally intercept, eavesdrop, record, read, alter or receive other persons’ files or e-mail messages, without proper authorization. The City of Lewiston, through its Management Information Systems (MIS) division, purchases, owns and administers the necessary software and licenses to provide access to e- mail and Internet services. Employees may not rent, copy or lend the software, or its documentation. The City has invested significant time and money to secure its electronic systems from intrusion and harmful viruses. Therefore, employees may not provide alternative software to access the system. Employees may be held responsible for any damages caused by using unauthorized software or viruses they introduce into the City system. Department heads are responsible for the implementation and adherence of this policy within their departments. III. Procedures General Information on Passwords While users may have a confidential password, users should be aware that this does not mean that the system is for personal confidential communication, nor does it suggest that e-mail is the property right of the employee. The use of the e-mail system is for City business. Passwords should be periodically changed to ensure security of the e-mail system. Users should not share passwords with anyone else, other than his or her supervisor or applicable state and federal laws, may require. ---PAGE BREAK--- INTERNET AND ELECTRONIC MAIL POLICY 2 A computer user who has been authorized to use a password-protected account may be subject to civil and criminal liability if the user discloses their password or otherwise makes the account available to others without express permission of the system administrator. Internet The Internet provides the City with significant access and dissemination of information to citizens and individuals outside the City. The use of the Internet system for access and dissemination of information is intended solely to be used for City business. Like all e-mail messages, Internet messages are capable of being forwarded without the expressed permission of the original author. E-mail messages are also routinely passed through routers before they reach their final destination. A message is “touched” many times before it gets to its recipient, and the message’s author should be aware of this. Therefore, users must use caution in the transmission and dissemination of messages outside of the City, and must comply with all state and federal laws. The City of Lewiston reserves the right to monitor all Internet activity. Software is in place to monitor Internet sites visited and the amount of time spent at each site by employees. Prohibited Uses When using the Internet or sending e-mail messages, appropriateness and good judgement should be used. The following are examples of uses that are prohibited: • Communications that may be construed by others as disruptive, offensive, abusive or threatening; • Communications of sexually explicit images or messages; • Communications that contain ethnic slurs, racial epithets or anything that may be construed as harassment of disparagement of others based on race, national origin, sex, age, disability or religious beliefs; • Downloading and/or distributing copyrighted software or information; • Solicitation for commercial ventures, religious or political causes, outside organizations or other non-job related solicitations; and • Any other use that may compromise the integrity of the City and its business in any way. This policy refers to all City information resources whether individually controlled or shared, stand-alone or networked. It applies to all computers and computer communication facilities owned, leased, operated or contracted by the City. Note that any prohibited use of the networks to which the City belongs or the computers at other sites connected to those networks will be treated as a prohibited use of City resources. Retention of E-mail Generally, e-mail messages are intended to be temporary communications that are non-vital and may be discarded routinely. However, depending on the content of the e-mail message, it may be considered a more formal record and should be retained pursuant to a department’s record retention schedule. As such, these e-mail messages are similar to printed communication and should be written with the same care. Each department head is responsible ---PAGE BREAK--- INTERNET AND ELECTRONIC MAIL POLICY 3 for establishing and maintaining department retention schedules for the information communications through the e-mail system. However, employees should be aware that when they have deleted a message from their workstation mailbox it might not have been deleted from the central e-mail system. The message may reside in the recipient’s mailbox or forwarded to other recipients. Furthermore, the message may be stored on the computer’s back-up system for an indefinite period. Note that e-mail has been classified as a public document, i.e., available to the media, in at least one state. Keep this in mind when you create or store e-mail. Employees should delete e-mail messages as soon as possible after reading. An accumulation of files will degrade system performance and response times. The MIS division will automatically delete all messages after 60 days, unless archived by the user. Contact the MIS division if you are unsure as to how to archive messages. Applicability to Employees, Part-Time Employees, Contractors, and Other Users This e-mail policy applies to all employees, contractors, part-time employees, volunteers and other individuals who are provided access to the e-mail system. Third parties should only be provided access to the e-mail system as necessary for their business purpose with the City, and only if they abide by all applicable rules. Employee Termination, Leave of Absence, Vacation and Other Employees who leave employment with the City have no right to the contents of their e-mail messages and are not allowed access to the e-mail system. Supervisors or administrators may access an employee’s e-mail if the employee is on a leave of absence, vacation or is transferred from one department to another department and/or it is necessary for the City’s business purposes. Penalties The misuse of Internet or e-mail privileges may be considered sufficient cause for discipline in accordance with Personnel Policies and Procedure, and/or other applicable rules or laws. In addition, violations of this policy or misuse of the e-mail system may be referred for criminal prosecution.