(a) Definitions.
(1) “Computer Network” means two or more computers that can share information.
(2) “Electronic Communication Systems” means a system used as a means of sending and receiving messages electronically through connected computer systems or the internet, such as e-mail.
(3) “Internet” means an international network of independent computer systems.
(4) “Users” means all employees and officials of Poland Village who use the internet and/or electronic communication systems.
NOTE: Other persons having access to the Village's internet or electronic communication systems must comply with this policy.
(b) General provisions.
(1) Business Use. Village-provided computer systems that allow access to the internet and electronic communication systems are the property of the Village of Poland and are provided to facilitate the effective and efficient conduct of Village business. Users are permitted access to the internet and electronic communication systems to assist in the performance of their responsibilities.
(2) Personal Use. Personal use means use that is not job-related. In general, incidental and occasional personal use of the Village's internet access or electronic communication systems is permitted; however, personal use is prohibited if it:
A. Interferes with the user's productivity or work performance, or with any other employee's productivity or work performance;
B. Adversely affects the efficient operation of the computer system;
C. Violates any provision of this policy, any supplemental policy or any other policy, regulation, law or guideline as set forth by local, state or federal law.
NOTE: Users employing the Village's internet or electronic communication systems for personal use must present their communications in such a way as to be clear that the communication is personal and is not a representation of the Village of Poland.
(3) No Expectation of Privacy. No user should have any expectation of privacy in any message, file, image or data created, sent, retrieved or received by use of the Village's equipment and/or access. The Village has a right to monitor any and all aspects of their computer systems including, but not limited to, sites, instant messaging systems, chat groups, or news groups visited by users, material downloaded or uploaded by users, and e-mail sent or received by users. Such monitoring may occur at any time, without notice, and without the user's permission. In addition, electronic records may be subject to the Freedom of Information Act (FOIA) and, therefore, available for public distribution.
(4) Prohibited Activities. Certain activities are prohibited when using the Internet or electronic communications. These include, but are not limited to:
A. Accessing, downloading, printing or storing information with sexually explicit content;
B. Downloading or transmitting fraudulent, threatening, obscene, intimidating, defamatory, harassing, discriminatory, or otherwise unlawful messages or images;
C. Installing or downloading computer software, programs, or executable files without authorization from the Mayor;
D. Uploading or downloading copyrighted materials or proprietary information without authorization from the Mayor;
E. Uploading or downloading access-restricted information without authorization from the Mayor;
F. Sending e-mail using another's identity, an assumed name, or anonymously;
G. Permitting a non-user to use for purposes of communicating the message of some third party individual or organization.
(5) Security. The distribution of electronic communications is difficult to control and routing mistakes can easily occur. Copies of electronic communications can be forwarded without the sender's knowledge or permission to unintended recipients. Therefore, electronic communications should be drafted and sent with at least the same level of care, professional judgment and discretion as paper memoranda or documents.
(c) User responsibilities. The conduct of computer users who access the Internet or send e-mail with any perceivable relationship to the Village of Poland may be viewed as reflecting on the character of the Village. When engaging in such conduct, whether for personal or official purposes, users are expected to do so in a responsible and professional manner. All users are responsible for exercising appropriate care to protect the Village's computer systems against the introduction of viruses or other invasive matter.
(d) Violations. Violations of this policy will be addressed with appropriate disciplinary action or censure. The appropriate level of disciplinary action will be determined on a case-by-case basis with sanctions up to or including termination depending on the severity of the offense. Sanctions will be determined by a majority of Village Council.
(Ord. 1289-06. Passed 5-16-06.)