(A) Generally, electronic information created and/or communicated by an employee using e-mail, word processing, utility programs, spreadsheets, voicemail, telephones, internet and bulletin board system access and similar electronic media is not consistently reviewed by the city.
(B) However, the following conditions should be noted:
(1) The city does routinely gather logs for most electronic activities or monitor employee communications directly, for example, telephone numbers dialed, sites accessed, call length, and time at which calls are made, for the following purposes:
(a) Cost analysis;
(b) Resource allocation;
(c) Optimum technical management of information resources;
(d) Detecting patterns of use that indicate employees are violating company policies or engaging in illegal activity; and
(e) Compliance with Indiana public record disclosure laws.
(2) The city reserves the right, at its discretion and without notice, to access, review, display, copy, delete, or listen to any messages or communications sent, received, created, deleted, or stored through or in its electronic media systems to ensure electronic media and services are being used in compliance with the law, this policy and other company policies.
(3) Employees should not assume electronic communications are private. Accordingly, if they have sensitive information to transmit, they should use other means.
(Ord. 08-23, passed 10-27-08)