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47 <br />Password Protection <br />Passwords should be treated as confidential information. No employee is to give, tell or <br />hint at their password to anyone including IT staff, administrators, superiors, other co- <br />workers, friends or family members. <br /> <br />Passwords are not to be transmitted electronically over the unprotected Internet, such as <br />via email. Unsecured written record of passwords or unencrypted electronic files should <br />not be kept. Do not use the “Remember Password” feature of applications. Passwords <br />used to gain access to City systems should not be used as passwords to access non-City <br />accounts or information. <br /> <br />IT staff will not reset a password unless the requester is communicating in person or from <br />a verifiable, secure source such as a City phone or internal email account. IT staff will <br />not accept password reset requests from a personal cell phone. <br />D. EMAIL <br /> <br />Email Overview <br />Email is a critical mechanism for business communications. Email access is gained <br />through a request from the department head and is controlled through individual accounts <br />and passwords. Temporary email accounts will be granted to third party non-employees <br />on a case-by-case basis and will be terminated when the employee or third party <br />terminates their association with the City. <br /> <br />Improper use of electronic mail systems and services can compromise the security of the <br />network or result in unnecessary legal liability. As a result, the provision of email to an <br />employee is a privilege, not a right, and must be used with respect and in accordance <br />with the goals and policies of the City. The City is under no obligation to store or forward <br />the contents of an individual’s email inbox/outbox after their employment has ceased. <br /> <br />Use Expectations <br />Important official communications are often delivered via email. Employees are <br />encouraged to use email to further the goals and objectives of the City. Employees with <br />email accounts are expected to check and respond to email in a consistent and timely <br />manner. <br /> <br />Email users are responsible for mailbox management, including organization and <br />cleaning. Email users are expected to comply with standards of professional and personal <br />courtesy and conduct. Email accounts are only to be used by the registered user. Viewing, <br />copying, altering or deletion of email accounts or files belonging to the City or another <br />individual without authorized permission are prohibited. Opening email attachments from <br />unknown or unsigned sources is also prohibited. <br /> <br />Attachments are the primary source of computer viruses and should be treated with <br />utmost caution.