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HomeMy WebLinkAboutN-809 - Electronic Communications, Internet and Email UseCITY OF PASCO ADMINISTRATIVE ORDERS Administrative Order No. 809 Information Services Subject: Electronic Communications, Internet and E -mail Use Initial Effective Date: March 1, 2000 Revised 4/ /14 A roved I vi Iv This Administrative Order is effective April 21, 2014 and supersedes Administrative Order No. 67 dated 3/1/00. I. PURPOSE: This Administrative Order is issued to formalize policies on Internet and E -mail use. II. DEPARTMENTS AFFECTED: In. All Administrative Order No. 808 Washington State Public Disclosure Act (Chapter 42.17 RCW) IV. ATTACHMENTS: Attachment 1 - Electronic Communication Usage Agreement V. ELECTRONIC COMMUNICATIONS, INTERNET AND E -MAIL USE: With the widespread use of the Internet and E -mail as an information exchange media, employees are able to access data that exists on the World Wide Web and elsewhere. Along with this access comes the potential for abuse. The intention of this policy is to outline issues regarding access, and to set out the rules to be followed for Internet access and E -mail usage. Since many of the concerns surrounding intemet access and E -mail usage are the same this policy shall refer to both internet and E -mail as "electronic communication" where both are included. A. Internet Access Access is granted upon creation of network user account. By default, users are assigned to their division special internet filtering policy. The Department Director/Division Manager may ask for removal of access as needed/required. B. Access Monitoring It is the responsibility of the Department Director/Division Manager to monitor and audit use of electronic communications within the department. Much like the city telephone system, there is the potential for employee abuse of the system. Information Services will monitor and record use of electronic communications and provide the Department Director/Division Manager with information that can be used to track use of electronic communications as needed. C. Responses to Requests for Information E -mail inquiries from the public must be treated similar to inquiries received via a letter, phone call or a personal visit. A reply to the E -mail sender acknowledging receipt of the message and an approximate reply time frame would be appropriate. D. Privacy An employee's rights while using electronic communications by use of city property do not include the right to privacy. The city reserves the express right to monitor, in any way, the activities of the employee while using electronic communications. Violations of city policy regarding electronic communication use may result in disciplinary action up to and including dismissal. Court cases have upheld an employer's right to monitor and discipline employees based upon electronic activities which are prohibited by the employer's policy. Technologies such as the internet and email may create an electronic record. Electronic records created, received or sent via City systems or resources are reproducible and therefore cannot be considered private. Such records may be subject to disclosure under the Public Records Act, or may be disclosed for audit or legitimate City operational or management purposes. E. Incidental Personal Use Rules Internet or email use via City resources is for City business only, except as outlined here. Some limited, incidental personal use is permitted, so long as it does not subject the City to additional cost or liability, does not interfere with City business, productivity or the performance of duties; is infrequent and brief in duration; does not pose additional risk to security, reliability or privacy; does not cause or tend to cause damage to the City's reputation or credibility or conflict with the intent or requirements of any City policy or work rule. Such limited use shall not occur on "paid time," but is permitted immediately before or after work hours and during an employee's breaks. Incidental personal usage should generally conform to limits typically associated with personal phone calls. Examples of allowable personal use include accessing a weather report or news item on the Internet or transmitting E -mail to a family member to advise of late arrival at home. Any personal use of the City's computer, internet and email services must comply with all applicable laws and City policies, including anti- discrimination policies and Internet Usage Policy. Administrative Order No. 809 — Microcomputer & Software Policies Page 2 Violation of the above incidental personal use rules may result in loss of internet/email access and /or further discipline up to and including termination. F. Prohibited Uses of the Internet and E -mail • Commercial use: any form of non -city commercial use of electronic communication is prohibited on city equipment. (Except as may be specifically authorized by the City Manager under discount or special purchase programs offered to employees.) • Copyright violations: any use of electronic communication that violates copyright laws is prohibited. • Solicitation: the purchase or sale of personal items through advertising via electronic communication is prohibited on city equipment. • Harassment: the use of electronic communication to harass employees, vendors, customers, or others is prohibited. Harassment includes messages or derogatory comments based on race, sex, religion, or creed. • Political: the use of electronic communications for political purposes is prohibited on city equipment. • Aliases: the use of aliases while using electronic communication is prohibited. Anonymous messages are not to be sent. Also, the misrepresentation of an employee's job title, job description, or position in the city is prohibited. • Misinformation/Confidential Information: the release of untrue, distorted, or confidential information regarding city business is prohibited. • Downloading of Non - Business Related Information: downloading, or any other method for retrieving non - city - related information is prohibited. This includes, but is not limited to, entertainment sites or pornographic sites. • Intentional avoidance of intemet web filter or email archive systems. It is the Department Director's/Division Manager's responsibility to ensure that employees do not engage in prohibited activities while using electronic communication on city equipment. Violations of discrimination laws can lead to criminal prosecution. G. Security • Downloading Files: files are not to be downloaded from the Internet without express consent by Information Services (IS). The possibility of downloading a file with a computer virus is great and care must be taken not to infect any computers in the city. Files downloaded from the Internet, or any other outside service, must be scanned by a virus checking software prior to being used on a city computer. • Uploading Files: files are to be uploaded to the Internet only for a business requirement. Files uploaded to the Internet have the possibility of being intercepted by others; and caution is to be used with confidential information (see Administrative Order No. 808). Administrative Order No. 809 — Microcomputer & Software Policies Page 3 Employees should keep personal log -ons and passwords confidential as instructed by Information Services. Failure to adhere to this policy jeopardizes network security and puts users at the risk of potential misuse of the system by other individuals. Internet users may be held responsible for all actions taken using their personal access passwords. H. Electronic Records Electronic records, including E -mail messages, are public records subject to Washington State's Public Disclosure Act (Ch. 42.17 RCW). The City uses an email archive and retention system which enables the City to retain and search all email correspondence routed through the City's email system. Email may be retained on individual computers as long as necessary depending on each user's individual needs. Deleting email from individual computers will not delete email from the retention system. Employees should limit email use to appropriate purposes. Care should be taken not to transmit personal or confidential information via E -mail when possible There are also legal issues related to E -mail communications. In general, E -mail is subject to discovery in litigation, therefore E -mail is not recommended as an appropriate form of communication with legal counsel when seeking legal advice or transmitting information related to litigation or disputes that may result in litigation. I. User Agreement All employees with electronic communications access will be required to sign the City's Electronic Communication Usage Agreement as attached to this policy. Administrative Order No. 809 — Microcomputer & Software Policies Page 4 ATTACHMENT 1 ELECTRONIC COMMUNICATIONS USAGE AGREEMENT This is to acknowledge that I have read and understand the City of Pasco's Electronic Communications Policy. I understand that failure to follow the provisions of the policies and procedures could lead to the loss of my computer system privilege and/or disciplinary action. By signing below, I agree to abide by this city policy. Employee Name (please print) Title Signature Date THIS DOCUMENT WILL BE PLACED IN YOUR PERSONNEL FILE Administrative Order No. 809 — "Microcomputer & Software Policies" Attachment 1