(a) The Village of Enon owns electronic and wire communication systems, including but not limited to:
(1) Electronic mail (“e-mail”), including attachments;
(2) Voice mail; and
(3) Internet and Intranet use.
(b) Because these systems are owned by the Village of Enon, and are to be used for business reasons, the contents of any communications transmitted through or stored within these systems are Village property and are subject to review by and disclosure to the Village of Enon. Furthermore, in some situations (e.g., litigation involving the Village of Enon), these communications may be subject to disclosure to a third party.
(c) In order to assure that the systems are being used properly and in compliance with this policy, the Village of Enon, without notice, may periodically access, display, copy, delete or listen to any messages or communications sent, received, created, deleted or stored through or in its systems.
(d) Occasional personal use of the systems is permissible. Occasional personal use means minimal and infrequent use that does not interfere with Village of Enon business or job performance. Any employee communicating personal messages should do so with the understanding that his or her messages or communications are subject to being heard or read by the Village of Enon. You should not expect that any of these messages or communications will be confidential or private. Village of Enon technology resources may not be used for personal, commercial or profit-generating activities unrelated to Village of Enon’s business.
(e) The Village of Enon may monitor Internet use, including reviewing the list of sites accessed by any individual computer. Your Internet use is not private. No employee should have any expectation of privacy regarding Internet usage. The Village of Enon reserves the right to inspect any computer anytime or to use monitoring software in order to monitor Internet and computer use.
(f) These systems may not be used to access or transmit material, which could embarrass, harass, or offend other persons. Additionally, the Village of Enon strictly prohibits the use of its systems to communicate sexually offensive material or comments or anything that might offend or disparage another person because of his or her race, color, religion, age, gender, national origin, disability or veteran’s status.
(g) Consistent with existing policies, employees are not to use the system for solicitation of any kind, including the distribution of chain letters.
(h) To maintain system security employees have the responsibility to safeguard passwords and codes. All passwords and codes are the property of the Village of Enon. Employees may be asked to release passwords or codes to management on a need-to-know basis. Employees must also take adequate measures to ensure that their account on the Internet is not used by any other individual including other members of their household.
(i) No employee shall use the passwords or codes of another employee in order to gain access to that employee’s e-mail, voice mail, files, or Internet communications unless first authorized to do so by that employee. All passwords and codes used in connection with these systems are the property of the Village of Enon. No employee shall use a password or code that is not readily available to the Village of Enon at all times. All passwords and codes must be surrendered upon termination of employment for whatever reason.
(j) Only software authorized by the Village of Enon for its use may be installed on Village of Enon computers. The Village of Enon may, at any time, conduct an audit of computers for installed software and related printed material that is not included on a then-current inventory of Village of Enon authorized software. All unauthorized software will be removed. In addition, employees may not post, download or otherwise misuse any copyright protected material without the prior permission of the copyright owner.
(k) For security reasons, employees accessing the Internet for business use must only do so through the Village of Enon authorized connection and must not utilize any other connection paths to the Internet.
(Ord. 2005-06. Passed 2-22-05.)