Electronic Communications Policy

Electronic Communications Policy

Goal

This policy defines the appropriate and lawful use of City network and computing resources, including computer hardware, email systems, network connections, and mobile devices. These resources are intended to support City business activities, enhance communication, and provide employees with essential tools for their roles.

Policy Scope

This policy applies to all City employees, elected or appointed officials, consultants, contractors, and any other person accessing the City’s network or computing resources.

General Standards of Use

• All City-provided hardware, software, and electronic files are City property.
• Use of the City’s network is limited to business purposes with reasonable personal use.
• Users must not create, store, or transmit inappropriate or offensive materials.
• All activity is subject to monitoring, and electronic communications may be requested under the Freedom of Information and Protection of Privacy Act.
• Theft or misuse of City-owned hardware or software may result in legal action.

Hardware Standards

• The Director of Finance authorizes and monitors the purchase and use of all computer hardware and mobile devices.
• Unauthorized devices (e.g., USB drives, external hard drives) must not be connected to the City’s network.
• Lending of City equipment to external individuals or organizations is prohibited without authorization.

Software Standards

• Users will be provided with licensed software as required for their job.
• All software purchases must be approved by the Director of Finance.
• Unauthorized installation or copying of software is strictly prohibited.
• The City conducts periodic software audits to ensure compliance.

Internet and Email Standards

• Internet access is permitted for business purposes, with limited personal use allowed.
• Users must not access or download gambling materials, games, or movies.
• Anti-virus protection must not be disabled or overridden.
• Spam emails and unsolicited mass messages should not be sent or forwarded.
• Email communications should be treated as official correspondence and handled with professionalism.

Mobile Devices

• City-issued mobile devices must be used in accordance with this policy.
• Unauthorized personal use that results in additional charges must be reimbursed.
• Employees may use personal mobile devices for City business only with CAO approval.
• Lost or stolen devices must be reported immediately.

Electronic Information Protection

• Users must treat confidential business information with care.
• Unauthorized access or modification of data is strictly prohibited.
• System IDs and passwords must be kept secure and not shared.

Responsibilities

Managers and Supervisors

• Ensure employees understand and comply with this policy.
• Provide training as needed for the use of network and computing resources.
• Report any policy violations to the Director of Finance and CAO.

Users

• Adhere to the policy and guidelines.
• Become proficient in the use of City-provided resources.
• Report inappropriate messages or materials received.

Misconduct and Consequences

Any breach of this policy will be treated as misconduct. Violations may result in disciplinary action, including termination of employment or contract, restitution, civil action, or criminal prosecution.

Acknowledgement

Employees must acknowledge receipt and understanding of this policy by signing the official document upon hiring or receiving access to City electronic communications.

Previous Revision/s: 1 | CAO Approval

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