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City of Woodland Internet and E-Mail Policies

City of Woodland
Internet and E-Mail Policies

Statement of Purpose

To ensure that use of the Internet among employees of the City of Woodland is consistent with City policies, all applicable laws, and the individual user's job responsibilities.

1. Electronic Mail (e-mail)

This policy applies to all City employees and officers who use e-mail either on the local area network or through the City's Internet capabilities. In addition, this policy applies to all persons who use e-mail as a representative or agent of the City of Woodland.

1.1 Repelling Unwanted E-Mail

There may be occasions when e-mails are received which the recipient did not solicit and which do not comply with this policy. No employee shall be subject to discipline for receiving such e-mail provided the employee promptly replies by e-mail to discourage the sender with the following or similar message to the sender:

"You have sent me e-mail at the City of Woodland government which is not in compliance with City policies. E-mail sent to City of Woodland government e-mail address must be for City business purposes only. I do not wish to receive e-mail of the nature you sent at work. Please do not send me any additional material of this kind at a City of Woodland e-mail address."

1.2 Liability

The same consideration and care must be used in e-mail communications regarding official actions or statements on behalf of the City that would be used in other forms of written correspondence. Any ongoing e-mail messages which express on opinion that has not been authorized as the official City position on the subject must include a disclaimer that the opinion is not that of the City of Woodland but the employee's own personal opinion.

1.3 Discipline/Enforcement of Policy

Violators of this policy shall be subject to discipline. It is the responsibility of the Mayor or department head to enforce these policies, and to monitor and audit use of e-mail within each department. Employees who are found in violation of this policy may be subject to the following:

1. Internet and e-mail access may be revoked.
2. Access times may be restricted

Employees will be disciplined for violation of the Electronic Communications Policy. However, employees will not be disciplined for "deminimis" personal use of the electronic mail system or the Internet. The deminimis (too minor to warrant concern) standard would mean that some personal communications while not sanctioned, are not prohibited by this policy. Generally this would include such uses as adding a personal comment to an official e-mail, sending a short personal note to a colleague or other personal interactions that are routinely a part of day to day business interaction. Reasonable judgement should be applied to individual circumstances. The City retains sole discretion to determine what is deminimis and to discipline for all other use.

1.4 Types of E-Mail/Restrictions

Employees are accountable for their use of electronic communications just as they are for other conduct and communications in the workplace. Therefore, use of the electronic mail system is as follows:

a. The e-mail system is not to be used to create, send or copy any offensive, harassing or disruptive messages. Messages will be considered offensive if they contain information or language that would violate the City's Harassment Prevention policy. The City will view the appropriateness of any communication on the basis of how it would have been perceived and dealt with had it been conducted by telephone, in person or on paper.

b. The e-mail system is not to be used to send, receive, or download copyrighted materials, trade secrets, proprietary financial information, or similar materials without prior authorization.

c. Confidential and sensitive information such as performances reviews, disciplinary and/or corrective actions, attorney-client privileged information, personnel information, and health or medical information should not be communicated via e-mail.

d. Communications, which would be inappropriate under other City policies, are equally unacceptable if delivered via electronic communication. These communications may include, but are not limited to, harassing or discriminatory comments, breached of confidentially and insubordinate statements.

e. The electronic mail system may not be used for sales or to solicit anything for commercial ventures, religious, or political causes, outside organizations or other non-job related solicitations.

1.5 Technical Support

Employees may call the Clerk/Treasurer's office for answers to questions concerning implementation of e-mail or about how to properly configure and use e-mail capabilities. The Clerk/Treasurer shall have the authority to establish procedures for the implementation of this policy. All users of the City's e-mail systems must abide by any procedures established by the Clerk/Treasurer pursuant to this policy.

2. Internet Use

2.1 Internet Use Limited to City Business

The City's Internet capabilities may be used for City business purposes only. The term "internet" means the electronic information system of that name which connects smaller groups of linked computer networks. The term "City's Internet capabilities" means any and all access to the Internet obtained through City sponsorship, ownership, or financial contribution, or by any employee or officer as a representative or agent of the City of Woodland, during work hours. The term "City business purposes" means the official work of City government undertaken for public benefit, as opposed to activities undertaken for personal, non-City or private purposes. Unacceptable sites or uses include, but are not limited to, the following:

Pornographic sites and access to pornographic materials.
Use of the City Internet to harass employees, vendors, customers, and others.
Sports or games.
Use of the City Internet for partisan political purposes.
Unauthorized transfer of copyrighted materials utilizing City Internet capabilities.
Any site that charges a fee (unless there has been prior written approval of justified City expense item by supervisor).
Vendor sites to purchase personal items.
Marketing of personal or private business.

While this policy does restrict Internet Use to official business, limited personal use (within acceptable use guidelines) during breaks or before/after work hours will be allowed as a way to encourage staff to become more proficient in using the Internet as a research and communication tool. Authorized personal use is subject to adequate capacity in the system. Internet and e-mail maybe used for minor personal matters to accommodate the demands of daily living so long as the use is occasional and does not cost the City money or interfere with City work. However, City departments may enforce more restrictive policies on computer, Internet, and e-mail use.

2.2 Authorized Users

No City employee or officer shall be authorized to use the City's Internet capabilities until he or she has signed a document indicating that the employee or officer has read and agrees to be bound by the terms of this policy. (Attachment "A")

2.3 No Privacy Rights

Electronic communications are not private or confidential. All Internet communications utilizing the City's Internet capabilities are the property of the City of Woodland and may be public records under the Public Disclosure Act (RCW 42.17.). There are no rights to individual privacy in any communications or information obtained through the City's Internet capabilities.

2.4 Professional and Courteous Communications

The standards for conduct for City of Woodland employees apply to use of the City's Internet capabilities. All communications across the Internet shall be professional and courteous.

2.5 Duty to abide by Procedures Established by the City Clerk Treasurer

The City Clerk/Treasurer shall establish procedures for posting content on the Internet, accessing information (including downloading information or software), virus detection and control, access controls and related security mechanisms for use of the City's Internet capabilities.

Employees should keep personal log-ons and passwords confidential, and through the system administrator, will change passwords on a regular basis. Failure to adhere to this policy jeopardizes network security and puts users at risk of potential misuse of the system by other individuals, network user's may be held responsible for all actions taken using their personal network access permissions.

2.6 Supervision

It is the responsibility of the elected official or department head to enforce these policies, and to monitor and audit use of the City's Internet capabilities within each agency or department.

2.7 Discipline/Enforcement of Policy

Violators of this policy shall be subject to discipline. It is the responsibility of the elected official or department head to enforce these policies, and to monitor and audit use of e-mail within each agency or department. Employees who are found in violation of this policy may be subject to the following:

1. Internet and E-Mail access may be revoked.
2. Access times may be restricted

Revised: November 14, 2001