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<br />. <br /> <br />. <br /> <br />. <br /> <br />~ <br /> <br />[DISCUSSION DRAFT] <br /> <br />[Note: See suggested E-MaillVoice-Mail/InternetUsage Policy attached.] <br /> <br />E-MAILIINTERNET USE <br /> <br />E-Mail Use <br /> <br />Purpose of E-Mail <br /> <br />The City of Elk River Electronic Mail System (e-mail) is designed to facilitate City business <br />communication among employees and other business associates. <br /> <br />1. Tact counts. If there is any doubt whether e-mail is the right medium for a message, use <br />another form of communication. <br /> <br />2. If you are a supervisor, never deliver a reprimand via e-mail. <br /> <br />3. Never gossip, provide personal information about yourself or someone else, or send <br />emotional responses to business memos via e-mail. <br /> <br />4. Since no computer system is completely secure, the e-mail system is not intended to <br />transmit sensitive materials such as personnel decisions and other similar information that <br />may be more appropriately communicated by written memorandum or personal <br />conversation. <br /> <br />5. <br /> <br />All e-mail messages must be as formal and business-like as the situation dictates. The <br />use of insensitive language, including remarks of a derogatory, defamatory or obscene <br />nature is prohibited and is subject to discipline up to and including termination. <br /> <br />6. The use of harassing language, including sexually harassing language, or any remarks <br />that may be misinterpreted as such are prohibited. <br /> <br />7. The City retains the right to access all e-mail files, just as it retains the rights of access to <br />any other City property. <br /> <br />8. The maximum retention period for all e-mail is 30 days after the message is read by its <br />recipient. Employees are encouraged to delete their messages daily. All messages will <br />be automatically purged upon the expiration of this retention period. <br /> <br />If the content of an e-mail message possesses long-term business value, employees are <br />required to migrate t.h.e document from the e-mail system for archival storage on another <br />platform if it requires continuing retention in a computer-processable format, or generate <br />a hard copy printout and place it in the proper paper file for further retention. <br /> <br />9. All electronic mail, voice mail and facsimile documents and all data and information <br />stored on computer storage media owned, leased or rented by the City are considered <br /> <br />25 <br />