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Computer Networks, Communication and Internet Use
City of Lynnwood, WA
November 13, 2000

To establish guidelines for the usage of City computer systems and equipment. This policy shall apply to all city employees, the City Council in accordance with Council policy adopted by resolution, volunteers and anyone using city computer systems. Responsibility for changes and updates to this policy rest jointly with the Administrative Services and Human Resources Departments.

II. Policy

A) The use of City Computer Systems and equipment (including the Internet) has become an essential tool for conducting the business of the city. Its use shall be consistent and not conflict with appropriate city business. Appropriate city business includes activity related to the nature of the work performed by the user in their capacity with the city. B) The proper authorities will be notified in the event of any suspected illegal use of City Computer Systems. C) Department directors are responsible to enforce this policy and monitor compliance for personnel within their departments. D) Law enforcement personnel in the course of their duties may, from time to time, be required to utilize City Computer Systems in a manner, which is inconsistent with this policy. Such use is permitted as required, and will be monitored by the Chief of Police who shall be responsible for investigation or other police work which may result in City Computer System use which is outside of this policy.

III. Definitions:

A) Inappropriate use:

1) Personal use (except "occasional but limited" use as defined below) or personal business use – or any other use for personal gain;

This includes:

a) Using city resources to solicit other employees for ventures which are not sponsored by the city (an example of a venture sponsored by the city would be the United Way campaign or the American Heart Walk), and;

b) Distributing information about persons or organizations outside the business of city;

2) Violating copyright, license agreements, or other contracts – or any other illegal uses;

3) Interfering with intended use of information resources;

4) Seeking to gain unauthorized access to information resources;

5) Using any Computer System or equipment under false pretenses;

6) Destroying, altering, dismantling or otherwise interfering with the integrity of computer based information and / or information resources without authorization; and

7) Transmitting or causing to be transmitted, communications that may be construed as sexually suggestive, offensive, demeaning, insulting, harassing or disparaging of others. Messages which may be considered offensive are any messages which contain sexual implications, religious slurs, gender-specific comments, or any other comment that offensively addresses someone’s age, sexual orientation, religious or political beliefs, national origin or disability.

8)"Occasional but limited" use as defined by WAC 292-110-010 is permitted. Examples of "occasional but limited use" as defined by WAC 292-110-010 include:

a) Use of the e-mail (or phone) during breaks to confirm that children have arrived home safely from school;

b) Wishing a "happy birthday" or advising of an "agency" social event over e-mail;

c) Advising employees of recreation center activities or opportunities;

d) Use of the internet to retrieve general information during non-working time (i.e.: reading the newspaper on-line).

9) Promoting religious, commercial or political causes or campaigns;

10) Promoting union activity unless specifically approved in advance by a department director or the Mayor.

11) Any employee use for non-business purposes during time for which the employee is being compensated by the city.

B) Internet:

The Internet is a worldwide communications system conducted via computers. It is the linking of data services via a system of modems, routers, switches and cable and the use of standard software platforms. The Internet includes, but is not limited to "world wide web", gopher, file transfer, "Internet Chat" and chat rooms.

C) City Computer Systems:

1) City Computer systems includes hardware, software, network systems, e-mail, Internet, databases and any other systems owned or provided by the City. Includes:

a) local and shared media (such as hard drives);

b) local and shared programs whether developed by the city or purchased;

c) all data files in any form;

d) calendars and messaging systems; and

e) subsequent systems as may be developed.

D) Personal Folders:

1) Portions of the network specifically designed to retain the information, e-mails, attachments, calendars and other information of an individual.

2)The term "personal" does not indicate the contents are of a personal / non-city business in nature. It is a term used by the "Outlook" program used by the city.

IV. Rules

A) General:

1) The city furnishes Computer Systems for use in city business or activities.

2) All City Computer Systems as defined in this policy are the property of the City. The City reserves the right to access, read, use and disclose employee communications and files as appropriate.

3) Users of City Computer Systems should be aware that computer software makes it possible to retrieve messages that were deleted after being transmitted or recorded, and that deleted transmissions and files may be reconstructed. Further, the use of passwords for security does not guarantee confidentiality.

4) Employees shall not use a code, access a file, or retrieve another employee’s e-mail messages without that person’s permission. However, this rule does not prohibit designated Information Services or supervisory personnel from reviewing or monitoring employee e-mail as appropriate.

5) Improper use of City Computer Systems by city employees may result in discipline, up to and including termination.

B) E-Mail:

1) All e-mail messages are records and are the property of the City of Lynnwood and should not be regarded as private communications. Therefore, the content of messages sent should be tailored accordingly.

2) The users should manage E-mail boxes so that old e-mails that do not serve a purpose are deleted. E-mail that is to be retained should be copied into a "personal folder" on the network.

a) Attachments should be either deleted when the e-mail is deleted or retained in its original form (i.e.: word documents, excel files, etc) on the appropriate network directory.

b) E-mail system users will be limited in the amount of space available for the retention of e-mail and attachments.

3) Users should delete e-mail messages that they send, or that are sent to them, once the messages have served their original purpose. Employees are not to delete messages (or files) that do not belong to them. (When considering whether to delete an e-mail message, use the same criteria as you would for a voice mail message left on your telephone.)

4) Users should be careful of jokes or comments, which may be misunderstood or inconsistent with conducting the business of the city in a professional manner.

5) Users should not forward e-mail intended to be (and appropriately qualified as) confidential and for their use only.

C) Guidelines for Internet Use:

1) With the prior permission of the Department Director or Mayor, city employees may use the Internet provided that the employee ensures adequate protection of city resources and appropriate use as defined herein. City Council members may use the Internet as described in the City Council’s policy as adopted by resolution.

2) To ensure adequate protection of City resources, an employee using the Internet must be familiar with the use of virus scanning software and utilize this software while using the Internet. If the employee is not familiar with how to protect city resources from viruses, they should not use the Internet until the Information Services Division has properly trained them.

3) Use of the Internet is limited by this policy, specifically section 3A.

4) Individuals should be aware and at all times attempt to prevent potential City liability in their use of the Internet. It will be the personal responsibility of each individual using the Internet to ensure no misunderstandings occur as to representations made by city employees. Any correspondence to be transmitted via the Internet that purports to represent the view of the City of Lynnwood will require prior review and approval of the Mayor’s office.

5) If an employee has a question about the proper use of the Internet, it shall be their responsibility to obtain guidance from their supervisor prior to such use. It shall be the responsibility of each employee to ensure his or her compliance with city policies. The Administrative Services Department shall provide training on the use of the Internet.

6) Resources of any kind for which there is an associated fee, including sites on the Internet, shall not be accessed or downloaded without the prior written approval of the department director.

7) Space on public access databases (such as internet service provider accounts on the world wide web) shall not be created without prior approval of the Mayor.

D) Software Guidelines:

1) Employees are expected to use only software provided or approved by the City on City Computer Systems.

a) Prior approval must be obtained before employees can use software not provided by Information Services (such as applets needed to make use of certain Internet features).

b) Product licenses for programs not provided by Information Services are required before the product can be used and shall be maintained by the employee.

2) Employees shall respect and abide by the terms of software licenses, including, but not limited to a prohibition on reproduction of licensed software.

3) All software provided by the City network is properly licensed and those licenses are maintained by Information Services.

4) Any suspected misuse of software shall be reported to the appropriate supervisor.

E) Supervisor’s Responsibility:

1) The Department Director or Mayor shall approve use of City Computer Systems at an employee’s home. Such approval shall be in writing and shall specify if the use of City Computer Systems will result in compensable time.

2) Supervisors shall be responsible for assuring the distribution of this policy and informing employees that violations will result in disciplinary action.

F) Employee Responsibilities:

1) Each employee is responsible for understanding and complying with this policy.

2) If the City is sued because of activities of an employee, which violated this policy or any law, the employee will pay any damages awarded against the City, plus costs and attorney’s fees.

2) If an employee is sued because of activities of that employee which violated this policy or any law, the City will not represent the employee.

G) Department Director Responsibilities:

1) Each department’s director is responsible for the oversight of the use of City Computer Systems within their department.

2) Each department director is responsible to enforce this policy within their department in consultation with the Human Resources Director and the Mayor.

3) Other responsibilities are as defined herein.

4) Consult with Mayor and other department directors about interpretations regarding this policy.

Approved:

___________________________ _________________

Tina Roberts, Mayor Date

As an employee of the City of Lynnwood, I have read and understand the city’s policy on Computer Networks, Communication and Internet Use (dated ____). I recognize and understand that the City’s computer, e-mail and internet systems are to be used in a manner consistent with conducting City business as described by the policy.

I am aware that the City reserves and will exercise the right to review, audit, intercept, access and disclose all matters on its systems at any time, with or without employee notices, and that such access may occur during or after working hours. I am aware that use of a City-provided password or code does not restrict the City’s right to access electronic communications. I understand that violations of this policy may subject me to disciplinary action, up to and including discharge from employment.

I have read and understand the City’s policy regarding Computer Networks, Communication and Internet Use. I have read and understand this notice.

___________________________________
Printed Name

____________________________________
Signature of Employee ;Date

I concur that the above employee is approved for use of and access to City Computer Systems.

Department Director Date

Mayor: Date