10.1. SR 04-16-2012 - Laserfiche WebLink

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• Is accessed in or from city offices. • Is accessed using remote access to city computer equipment, telephonic equipment or services. • Is accessed using city computer equipment, telephonic equipment, or any service paid for by the city; • Is used in a manner that identifies the user with the city or that refers to the city in any manner. Guidelines for Email and Voicemail Use Email and voicemail services are provided for the city business use. While occasional use of these services for personal, non-business use is acceptable, employees must demonstrate a sense of responsibility and may not abuse email or voicemail privileges. • All communications sent via email or voicemail must be respectful in tone and professional. email and voicemail may not be used for transmitting, retrieving or storing any communications of a discriminatory or harassing nature, derogatory to an individual or group, obscene, or which are of a defamatory or threatening nature. Email should not be used for "chain letters" or for any purpose which is illegal, against city policy, or contrary to the city's interests. • The city has the capability to retrieve mail messages even after they have been deleted or erased. Furthermore, the use of passwords on the email and voicemail system does not mean that messages stored on those systems are confidential from the city or may not be retrieved or reviewed by others. • Employees should be aware that city-provided computer equipment and the information stored in such equipment is the property of the city. The city reserves the right, in its complete discretion, to review any employee's email files, messages, and usage at any time and without notice and/or permission. • Employees must respect other people's electronic communications. Employees may not obtain unauthorized access to another's email or voicemail messages, except pursuant to direction from the city administrator for the purposes specified above. • Employees may not use the email or voicemail .systems in a way that causes congestion on the systems or that significantly interferes with another employee's ability to use the systems. Guidelines for Internet Email and World Wide Web (web) Access In general, the city encourages the use of Internet email communications with residents, consultants, and others as a means of providing services more effectively and efficiently. Internet email is provided and is intended for the city's business use. • Employees, at all times, must use discretion in communicating sensitive information and should select communications methods that will protect such information. • Any messages or information sent by an employee by Internet email or otherwise posted on the web are statements that may be identifiable and attributable to the city, as if an employee was sending a letter on city letterhead.