HomeMy WebLinkAbout2.d. Use of E-Mail/Internet PolicyCITY OF ROSEMOUNT
EXECUTIVE SUMMARY FOR ACTION
COMMITTEE OF THE WHOLE MEETING DATE: JUNE 12, 2000
AGENDA ITEM: USE OF E -MAIL & INTERNET POLICY
AGENDA NO:
PREPARED BY: PAULA GRAFF,
COORDINATOR
HUMAN RESOURCES
-
ATTACHMENTS: USE OF THE E -MAIL SYSTEM AND
APPROVED BY:
THE CITY'S INTERNET / RMIANET
. -
At the direction of the City Council, administration has drafted a policy for the use of City electronic mail and
Internet systems. This policy has been under development since the addition of Internet access and the
expansion of the computer network last year.
E -mail and Internet access provide improved delivery of City services by increasing employee access to
information. However, with this access comes the responsibility to utilize these resources responsibly. This
policy helps employees negotiate the balance between productive and unproductive uses of City technology.
Ultimately, this policy needs to be added to the City's Personnel Policy.
RECOMMENDED ACTION / NOTES:
USE OF THE ELECTRONIC MAIL (E -MAIL) SYSTEM
AND, USE OF THE CITY'S INTERNET / INTRANET
This policy provides guidelines on acceptable employee use of the City's electronic mail (e -mail)
and Internet service. Every employee has a responsibility to maintain and enhance the City's public
image, and to use e-mail and Internet systems in an accountable and productive manner:
USE OF THE ELECTRONIC MAIL SYSTEM
The City provides an electronic mail system for conducting official City business. E -mail system
hardware /software are the property of the City. All messages composed, sent, or received on the e-
mail system are and remain the property of the City, and considered part of the official City record;
they are not the private property of any employee.
Data Practices: E -mail messages constitute government data and, as such, are subject to the
Minnesota Government Data Practices Act. All employees are required to comply with the Data
Practices Act in the collection, retention and dissemination of e- mail.
Communications: Generally, e-mail messages are temporary communications that are non -vital and
routinely discarded. However, depending on the content of the message, e-mail may be considered
a more formal record and thereby retained pursuant to departmental record retention schedules.
Examples of this nature are messages which state policy, involve decision - making, are contract -
related, are an essential part of a larger record, or other memorandum of significant public business.
As such, these e-mail messages are similar to printed communication and should be written with the
same care. Employees should use generally accepted standards of business conversation in all
messages and be mindful of the tone and content of all transmitted messages.
Each department head is responsible for establishing and maintaining department retention
schedules for the information communicated through the e-mail system. However, employees
should be aware that when they have deleted a message from their mailbox it may not have been
deleted from the e-mail system. The message may be residing in the recipient's mailbox or
forwarded to other recipients. Furthermore, the message may be stored in the computer's back -up
system.
Confidentiality: Since no computer system is completely secure, the 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 confidentiality of any message should never be assumed. Even when a message is erased, it is
still possible to retrieve and read that message. Further, the use of passwords for security does not
guarantee confidentiality. E -mail messages must be able to withstand public scrutiny if employee
messages are forwarded beyond the intended recipients, accessed or inadvertently disclosed,
subpoenaed in a legal action, or otherwise made public.
Notwithstanding the City's right to retrieve and read any electronic mail messages, such messages
shall be treated as confidential by other employees and accessed only by the intended recipient.
Revised 6/00 Pagel of 3
Employees may not intentionally intercept, eavesdrop, record, read, alter, or receive other persons'_.
e-mail messages without proper authorization from the City Administrator. -;
Passwords: All passwords and/or pass codes must be disclosed to the City or they are invalid and =`
cannot - be used: Employees shall not use a code, access a file, or retrieve any stored information,
unless authorized to do so. Employees shall not attempt to gain access to another employee's .�, M
messages without the latter's permission. All computer pass codes must be provided to supervisors.
Harassment: The e-mail system is not to be used to create any offensive or disruptive messages.
Among those which are considered offensive are any messages which contain sexual implications,
racial slurs, gender - specific comments, or any other comment that offensively addresses someones
age, sexual orientation, religious or political beliefs, national origin, or disability.
Unacceptable Use ofE -maid All messages communicated via e-mail should have the employee's
name attached. No messages will be transmitted under an assumed name and users may not attempt
to obscure the origin of any message. When using the City's e-mail system, employees must be
careful that messages are not misconstrued to represent "official" policy unless explicitly authorized
to do so.
The electronic mail system may not be used to solicit or proselytize for commercial ventures,
religious or political causes, outside organizations, or other non-job-related solicitations.
The electronic mail system shall not be used to send (upload) or receive (download) copyrighted
materials, trade secrets, proprietary financial information, or similar materials without prior
authorization.
Security: Passwords should be changed periodically to insure security of the e-mail system and
users should not share their passwords with others. Employees who are terminated or laid off have
no right to the contents of their e-mail messages and are not allowed access to the e-mail system
The City reserves and intends to exercise the right to review, audit, intercept, access and disclose all
messages created, received or sent over the electronic mail system for any purpose. The contents of
electronic mail properly obtained for legitimate business purposes may be disclosed within the City
without the permission of the employee.
Violations: Violations of this e-mail policy may result in disciplinary action up to and including
termination. If necessary, the City will advise appropriate legal officials of any illegal violations.
USE OF THE INTERNET f INTERNET
The City provides access to the Internet/Intranet to facilitate effective City operations. Access to
the Internet allows employees to connect to information resources around the world. Every -
employee has a responsibility to maintain and enhance the City's public image and to use th
Internet in a productive manner. Internet system hardwarelsoftware are the property of the City.
Acceptable Uses of the Internet: Employees accessing the Internet are representing the City of
Rosemount; therefore, all communications should be for professional reasons. Each employee is
responsible for the content of all text, audio or images that are placed or sent over the Internet.
Revised 6/00 Page 2 of 3
Internet Relay Chat channels may be used to conduct official City business, or to gain technical or
analytical advice. Databases may be accessed for information as needed. E -mail shall be used
according to the policy already set forth.
Unacceptable Use of the Internet: The Internet should not be used for personal gain or
advancement of individual views. < Solicitation of non -City business, or any use of the Internet for
personal gain is strictly prohibited. Use of the Internet must not disrupt the operation of the City's
network or the networks of other users. It also must not interfere with the employee's productivity.
Employees who wish to express personal opinions on the Internet, are encouraged to obtain their
own usernames on non -City Internet systems.
Passwords: All passwords must be disclosed to the City or they are invalid and cannot be used.
Employees shall not use a code, access a file, or retrieve any stored information, unless authorized
to do so. All computer pass codes must be provided to supervisors. No pass code may be used that
is unknown to the City.
Harassment: The City's Internet system is not to be used to transmit or receive any offensive or
disruptive materials and/or messages. ' Information published on the Internet should not violate or
infringe upon the rights of others. No abusive, profane or offensive language shall be transmitted
through the system. Fraudulent, harassing or obscene messages are prohibited. Among those which
are considered offensive are any materials which contain sexual implications, racial slurs, gender
specific comments, or any other item that offensively addresses someone's age, sexual orientation,
religious or political beliefs, national origin, or disability.
Copyright Issues: To prevent computer viruses from being transmitted through the system there
will be no unauthorized downloading of any software. All software downloads must be done only
after receiving the appropriate approval.
Copyrighted materials belonging to entities other than the City of Rosemount may not be
transmitted by employees via the Internet. One copy of copyrighted material may be downloaded
for an employee's use in research. Users are not permitted to copy, transfer, rename, add or delete
information or programs belonging to other users unless given express permission to do so by the
owner. Failure to observe copyright or license agreements may result in disciplinary action by the
City or legal action by the copyright owner.
Security: The City reserves and intends to exercise the right to review, audit, intercept, access and
disclose all materials and messages created, received or sent over the Internet system for any
purpose. Internet materials properly obtained for legitimate business purposes may be disclosed
within the City without the permission of the employee. All communications including text and
images can be disclosed to law enforcement or other third parties without prior consent of the
sender or the receiver.
Violations: Violations of this Internet policy may result in disciplinary action up to and including
termination. If necessary, the City will advise appropriate legal officials of any illegal violations.
Revised 6/00 Page 3 of 3