05/07/2012 Council Packet - Laserfiche WebLink

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• Limited use of the City's access to the Internet for personal reasons is allowable, provided it does not interfere with an employee's work and is consistent with all provisions in this policy. Employees are warned that their individual activities on the Internet may be monitored and reported. • Users must use their own media (flash drives, disks) and paper for personal use. No personal files or data are to be stored on the City's file servers. Q. Electronic Mail The City provides employees with individual email accounts for work - related use. Limited personal use of the City's email system by employees is allowed, provided it does not interfere with an employee's work and is consistent with all City policies. It is the responsibility of the employee to protect the confidentiality of their account and password information. An employee's personal email may be considered "public" data and may not be protected by privacy laws. Personal email may also be monitored without notice to the employee. All email messages should be deleted from the electronic mail system 120 days after receipt. If retention of any message is warranted beyond that period, the message should be moved to a permanent storage area. The following policies pertain to emails of both business and personal content: • Use extreme caution when communicating confidential or sensitive information via email. A good rule is to not communicate anything that you would not feel comfortable being made public. • Do not correspond by email on confidential communications (e.g., letters of reprimands, correspondence with attorneys, medical information). • Do not open email attachments or links from an unknown sender. Delete junk or "spam" email without opening it if possible. R. Internet Use The City provides Internet access for employees to acquire and share information and to participate in educational and professional development activities. Employees should minimize unnecessary network traffic that might interfere with the ability of others to make effective use of this shared network resource. Use of the Internet through City computers is a privilege which may be revoked at any time for abusive conduct. Users are responsible for adhering to this policy when accessing the Internet. Failure to adhere to this policy puts the City and the individual at risk for legal and financial liabilities, potential embarrassment, and other consequences. The City retains the right to monitor any employee's use of the Internet without prior notice. The City may limit Internet activity in order to ensure the most efficient use of this resource. S. Inappropriate Use Use of the Internet in manner that is not consistent with the mission of the City, misrepresents the City, or violates any City policy, is strictly prohibited. Internet use at the City will comply with all federal and state laws, City policies, and any contract. 52