(A) The County's computer system provides a vital role in the efficient, day-to-day operations of County government. The system includes computer hardware, software and an electronic mail messaging (e-mail) system. In light of the critical role that the computer system plays, a number of important points regarding the use of the system are outlined below:
(1) The County's computer system and Internet access is designed to improve efficiency in the workplace. The system should be used for official purposes that assist in the conduct of business within the County. Use of the Internet for personal use should be kept to a minimum.
(2) Computer documents composed, sent, or received on the County's computer system are the property of the County and are not the private property of any employee.
(3) As is the case with any other system or property belonging to the County, the computer system and the Internet shall not be used to create, send (transmit) or receive (download) any offensive or disruptive messages, including those which are considered offensive or which contain sexual implications, racial slurs, gender-specific comments, or any other comment that offensively addresses someone's age, sexual orientation, religion, national origin, or disability.
(4) Copyrighted materials, trade secrets, proprietary financial information, or other protected or confidential materials should be safeguarded and not reproduced without prior authorization.
(5) Given the uncertain nature, accidental access to obscene or inappropriate websites may occur. In those circumstances, the employee should immediately report the accidental access to his/her department head. Failure to report accidental access may result in disciplinary action.
(6) Since the County is a public entity that conducts business for the public good, it reserves the right to review, audit, intercept, access and disclose all messages or materials created, received or sent over the County's computer system or the Internet for any purpose. Any files, including e-mail may be reviewed/disclosed by the County without the permission of the employee.
(7) The confidentiality of any computer document should not be assumed. Even when a computer document is erased, it is still possible to retrieve and read that computer document.
(8) All passwords, except those maintained by the County's appointed and elected officials must be disclosed to Department Heads and to the appropriate elected official.
(9) E-Mail and Internet are intended to be used for business purposes. In the event that personal use occurs, that usage must not interfere with business activities, must not involve solicitation, must not be associated with any “for personal profit” outside business activity and must not potentially embarrass the County Government, its taxpayers or its employees. Because e-mail is being generated for County business, the user should realize that their e-mail files are not private.
(10) Although the County reserves the right to retrieve and read any documents, files or directories, these documents and sites should be treated as confidential by other employees and accessed only by the intended recipient. Employees should not attempt to gain access to another employee's computer documents without the latter's permission. Employees are not authorized to retrieve or read any computer documents that are not sent to them. Any exception to this policy must receive prior approval by the appropriate elected official.
(B) Any employee who discovers a violation of this policy shall notify their department head or the appropriate elected official. Any employee, who violates this policy or uses the County's computer system for improper purposes, shall be subject to corrective action, up to and including discharge.