12.05 - Technology Policy - Laserfiche WebLink

Home Browse Search

• Employees should never use insensitive language, or derogatory, offensive, or insulting remarks. • Employees are not authorized to use a code, access a file, or retrieve any stored information unless authorized to do so. Employees should not attempt to gain access to another employee's messages or other password-protected data files without the proper permissions and authority. • Any employee found to be abusing the privilege of City-facilitated access to electronic media in violation of this Policy will be subject to disciplinary action, up to and including termination of employment in accordance with Personnel Policy. Electronic Mail System (E-Mail) Use • The City Electronic Mail System (e-mail) is sig to 'litate City business communication among employees and other ess associa f messages or memoranda. • Since no computer system is complet secu it is not al s an appropriate substitute for telephone or face-to-fa ersa s. E-mail should not be used to transmit sensitive material such as personne io s, reprimands, or material, which is confidential in nature. Avoid language th is ins nsitive, insulting, offensive, derogatory, harassing, or discri 'natory. If an em s in doubt whether electronic communication is the pro um for a sage, use another form of communication. • The e-mail system is City prope n en r City business. The system is not to be used for employee personal or to pport or advocate for non-City related business or purpo data an ther electronic messages within this system are the property of City. • Generally, e- mess are to orary communication, which are non-vital and may be iscar r ever, depending on the content of the e-mail message it may b nsidered a more formal record and should be retained pursuant to th cord nti schedule. Examples of messages of this nature are: po ' , decision king, ected to specific case files, contract related or otherwise ssential pa f a rger record, or other memorandum of significant public buss s. As suc these e-mail messages are similar to printed communication and shoul written th the same care. • Employe sh d be aware that when they have deleted a message from their mailbox, it not have been deleted from the e-mail system. The message may be residing in t e recipient's mailbox, forwarded to other recipients or the message may be stored on the computer's back-up system. • All e-mail messages are subject to all state and federal rules, such as open meeting laws, data practices act, and human rights act. • 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. Supervisors or management may access an employee's e-mail if employees are on leave of absence or vacation, and is necessary for City business purposes. • E-mail should be checked at least daily. If the message requests a response, the response should be sent as soon as possible. Receipt of an external message should be acknowledged immediately even if a subsequent response is required. 3