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A. Use Permitted: Forums are another way to engage the community in a constructive dialogue. Employees may use forums where appropriate.
B. Contact Communications Team: Employees must contact the Mayor's Communications Team prior to initiating a thread on any discussion forum to be used in the performance of City business.
C. Records Management, Retention: The records management procedures and retention schedules for e-mail apply to the final version of a forum thread on matters of City business and must be treated in the same manner as e-mails or other formal correspondence.
1. For forums hosted on City servers, the final version at the time the forum is closed must be retained.
2. For forums not hosted on City servers, the version at the time of the submission must be retained.
D. Use For Investigations: Information posted to forum discussions may be reviewed as part of investigations into work related misconduct or noninvestigatory work related searches, including, but not limited to, Human Resources personnel matters, litigation disclosure, forensic analysis and information requests under GRAMA, whether or not legal action may be required to obtain those records not contained on City servers.
E. Employee Responsible For Content: For any City sponsored forum, an employee or group of employees must be designated to moderate the forum thread to ensure that information is accurate, appropriate and current. (2019 Compilation)
A. Use Permitted: Social media refers to technologies and services, such as Facebook, Instagram, Twitter, YouTube, ProjectDocs, and other websites designed to establish virtual communities of members with a common focus or interest. These are an effective tool for communicating with the public and employees may participate in these communities where appropriate.
B. Contact Communications Team: Employees must contact the Mayor's Communications Team before establishing a City social media page with any social media service, including those related to a specific City department or division.
C. Approval Required: Information posted to a City related social media site by a City employee must be approved by the Mayor's Communications Team or, in the case of department or division sites, the Department or Division Director.
D. Records Management, Retention: The records management procedures and retention schedules for e-mail apply to the information posted to social media sites on matters of City business and must be treated in the same manner as e-mails or other formal correspondence.
E. Entries Retained: Entries posted to social media sites must be retained as they are at the time of submission.
F. Use For Personnel Matters, Litigation: Information posted on City business related social media websites may be subject to Human Resources personnel matters, litigation disclosure, forensic analysis and information requests under GRAMA, though legal action may be required to obtain those records.
G. Prohibited Use: In accordance with the City's Acceptable Use Procedure, title 52, chapter 5 of this Manual, except for de minimus use, employees are prohibited from using City computers to access non-City business related social media sites.
H. Restriction: Social media websites are restricted by the City internet filtering software. Access to social media websites is at the discretion of Department Directors or their designees. (2019 Compilation)
A. Use Permitted: Employees may use text messaging technologies where informal communication is appropriate in the conduct of City business.
B. Record: Text messaging must be treated in the same manner as a telephone conversation or an instant message. No record of the correspondence is retained once the text message has been deleted from the sending or receiving device.
C. Employee Responsible For Use: Employees are responsible for the appropriate use of text messaging when conducting City business.
D. Retention: Employees are responsible for capturing information contained in a text message where that message is pertinent to City business and where, in the employee's best judgment, the information should be retained.
E. Use For Investigation: Text messages retained on the sending or receiving device may be reviewed as part of investigations into work related misconduct or noninvestigatory work related searches, including, but not limited to, Human Resources personnel matters, litigation disclosure, forensic analysis and information requests under GRAMA whether or not legal action may be required to obtain those records not contained on City devices. (2019 Compilation)
A. Use Permitted: Employees may use multimedia messaging technologies where informal communication is appropriate in the conduct of City business.
B. Record: Multimedia messaging must be treated in the same manner as a telephone conversation or an instant message. No record of the correspondence is retained once the multimedia message has been deleted from the sending or receiving device.
C. Employee Responsible For Use: Employees are responsible for the appropriate use of multimedia messaging when conducting City business.
D. Retention: Employees are responsible for capturing information contained in a multimedia message where that message is pertinent to a City issue and where, in the employee's best judgment, the information should be retained.
E. Use For Investigation: Multimedia messages retained on the sending or receiving device may be reviewed as part of investigations into work related misconduct or noninvestigatory work related searches, including, but not limited to, Human Resources personnel matters, litigation disclosure, forensic analysis and information requests under GRAMA whether or not legal action may be required to obtain those records not contained on City devices. (2019 Compilation)