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that they are aware of important City announcements and updates, as well as for fulfilling <br />business and assigned tasks. <br />Email users are responsible for mailbox management, including organization and cleaning. If a <br />user subscribes to a mailing list, he or she must be aware of how to remove their email address <br />from the list, and is responsible for doing so in the event that their current email address <br />changes. <br />Email users are also expected to comply with normal standards of professional and personal <br />courtesy and conduct. <br />Appropriate Use <br />Individuals at the City are encouraged to use email to further the goals and objectives of the <br />City. The types of activities that are encouraged include: <br />Communicating with fellow employees, business partners of the City, and clients within <br />the context of an individual's assigned responsibilities. <br />2. Participating in educational or professional development activities. <br />Inappropriate Use <br />The City's email systems and services are not to be used for purposes that could be reasonably <br />expected to cause excessive strain on systems. Individual email use will not interfere with <br />others' use of the City's email system and services. Email use at the City will comply with all <br />applicable laws, all the City policies, and all City contracts. <br />The following activities are deemed inappropriate uses of the City systems and services and are <br />prohibited: <br />1. Use of email in any way that violates the City's policies, rules, or administrative orders. <br />2. Viewing, copying, altering, or deletion of email accounts or files belonging to the City or <br />another individual without authorized permission. <br />3. Sending of unreasonably large email attachments. The total size of an individual email <br />message sent or received (including attachment) must be 100Mb or less. <br />4. Opening email attachments from unknown or unsigned sources. Attachments are the <br />primary source of computer viruses and should be treated with utmost caution. <br />5. Sharing email account passwords with another person, or attempting to obtain another <br />person's email account password. Email accounts are only to be used by the registered <br />user. <br />6. Excessive personal use of the City email resources. The City allows limited personal use <br />for communication with family and friends, independent learning, and public service so <br />long as it does not interfere with staff productivity, pre-empt any business activity, or <br />consume more than a trivial amount of resources. The City prohibits personal use of its <br />email systems and services for unsolicited mass mailings, non-City commercial activity, <br />political campaigning, dissemination of chain letters, and use by non-employees. <br />Email Retention - Please refer to the Email Archiving and Retention Policy <br />10 <br />