(A) The city’s electronic resources are provided for the transaction of official business of the city. This policy is intended to establish rules applicable to all city personnel to ensure the city’s electronic resources are appropriately utilized and protected.
(B) All data that is stored on city owned media is city property. To properly maintain and manage this data, the management may exercise at any time its right to inspect, record and/or remove any or all information contained in computer databases, files, email records and to take appropriate action should unauthorized or improper usage be discovered.
(C) All employees and officers who use computer equipment and software in the performance of their duties will take all reasonable and necessary precautions to prevent damage to the equipment and software. To ensure the city’s computer system and software integrity, all employees and officers are prohibited from connecting any hardware or loading any software onto the system or any individual component of the system unless the hardware or software has been specifically approved in advance by the Mayor and the Police Chief.
(D) Access to the data stored on the city’s computer systems will be limited to city employees and officers who require such access for the performance of their assigned duties. Employees or officers may not attempt to use passwords to gain access to coworkers’ email or computer files without appropriate authorization.
(E) No employee or officer will make copies of data or software programs owned by the city for his or her own personal use or for any purpose not required by the employee’s assigned duties. If a software licensing agreement authorizes the reproduction of software, and an employee desires to obtain a copy of the software for installation on a single home computer to assist the employee in the performance of assigned duties outside of regular office hours, the employee will seek specific approval from the Mayor and the Police Chief before copying the software.
(F) All city business email communications will be conducted through the city email accounts. No city business conducted by an officer or employee of the city will occur through a personal email account. Any city business conducted outside of the city email account will be subject to open records and it is the responsibility of the employee or officer to retain those messages in accordance with the Open Records Act, the KDLA Schedule. Questions regarding any recordkeeping requirements should be directed to the City Clerk.
(G) Employees or officers should have no expectation of privacy associated with information they transmit through or store in electronic mail programs owned by the city, even those on a cell phone. All messages and data processed electronically over the city owned computers and communications systems are city property and may be subject to the Open Records Act.
(H) In order to maintain the integrity and security of the city computer resources, employees or officers are strictly prohibited from downloading any software unless prior approval is granted by the employee’s supervisor after consultation with the Mayor and the Police Chief. Excessive use of the internet for personal reasons during work hours may be grounds for disciplinary action.
(I) Internet usage is intended for job-related activities; however, incidental and occasional brief personal use is permitted within reasonable limits.
(J) The equipment, services and technology provided to access the internet always remain city property. As such, the city reserves the right to monitor internet traffic and retrieve and read any data composed, sent or received through our online connections and stored in our computer systems.
(K) The electronic mail and other information systems, including facsimile machines, of the city are not to be used in a way that may be disruptive, offensive to others or harmful to morale.
(L) There is to be no display or transmission of sexually explicit images, messages or cartoons, or any transmission or use of email communications that contain ethnic slurs, racial epithets or anything that may be construed as harassment or disparagement of others based on their race, national origin, ethnicity, sex, sexual orientation, age, disability, religious or political beliefs or any other protected class.