06/25/2012 Council Packet - Laserfiche WebLink

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P87 All email messages will 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. Attachments are the primary source of computer viruses and should be treated with extreme caution. Delete junk or "spam" email without opening it if possible. L. 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. M. Inappropriate Use of Email and the Internet Use of the Internet and email in a 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. The City allows limited personal use of email and Internet resources for communicating with family and friends, independent learning, and public service as long as it does not interfere with staff productivity, preempt City business, or consume City resources. The City prohibits the use of mass unsolicited mailings, access for non - employees to City resources or network facilities, competitive commercial activity, and the dissemination of chain letters. N. Failure to Comply Violations of this policy will be treated like other allegations of wrongdoing in the City in accordance with established procedures. Violations of this policy may subject the violator to one or more of the following: • Temporary or permanent revocation of network access and other equipment access. • Termination of employment. • Legal action according to applicable laws and contractual agreements. 51