9.3 SR 12-21-2020 - Laserfiche WebLink

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Email and Voicemail Use Emails and voicemails are subject to the Minnesota Records Management and the Government Data Practices Acts and could be classified as public information. 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. Communication sent via email or voicemail must be respectful in tone and professional. The transmission, retrieval, or storage of discriminatory, harassing, derogatory, obscene, defamatory, or threatening messages are forbidden. Email shall not be used for chain letters or for any purpose which is illegal, against city policy, or contrary to the city's interests. There is no expectation of privacy regarding city email or voicemail. The city has the capability to retrieve mail messages even after deletion. Furthermore, the use of passwords on the email and voicemail system does not mean that messages stored on those systems are confidential or may not be retrieved or reviewed by others. The city reserves the right to review employee email files, messages, and usage at any time and without notice and/or permission. Employees must respect other's electronic communications and 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. Internet Access and Use Acceptable uses of internet access services include information for business -related purposes, professional education, and professional development. Employees must respect all copyrights and intellectual property rights of materials, and may not copy, retrieve, modify, or forward copyrighted, patented, or trademarked materials except as permitted by the owner or as a single copy for reference use only. Internet access and use is not confidential. The city has the right to monitor individual internet usage and to review individual internet usage logs. Bandwidth Conservation The city provides for access to the internet for several key government functions, such as police access to records and public access to public records. To ensure sufficient bandwidth to access applications, the city implements bandwidth conservation measures, which include blocking websites with no instructional or administrative value. Use of internet radio stations for casual listening and/or background music is strictly prohibited. Employees shall not download music files. asswor o cy Passwords protect access to vital city technology resources utilized for daily business. The City Password Policy can be found on Access Elk River. The policy outlines the purpose, rules for password use and the composition. Travel Expenses An employee will be reimbursed for actual and necessary expenses incurred when traveling on official city business only upon approval of such expenses by the City Council in accordance with the city Travel Policy. To receive reimbursement, promptly complete the appropriate claim form and submit to the appropriate department director for consideration and approval. 33