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E-MAIL AND INTERNET USAGE
(A) The county’s electronic communication systems, including e-mail and the internet, are intended for business use only. Incidental and occasional use of these systems for non-work purposes may be permitted with the approval of the department head. Before using these systems for business or personal use, employees must understand that any information that is created, sent, received, accessed or stored in these systems will be the property of the county, will not be private, and may be subject to a Freedom of Information Act disclosure. If employees are permitted to use electronic communication systems for non-work purposes, the use shall not violate any section of this policy or interfere with the employee’s work performance.
(B) Employees should use the same care and discretion when writing e-mail and other electronic communications as they would for any formal written communication. Any messages for information sent by employees to other individuals via electronic communication systems such as the internet or e-mail are statements identifiable and attributable to the county. Consequently, all electronic communications sent by employees, whether business or personal, must be professional, comply with this policy, and contain the employees electronic signature.
(1980 Code, § 36.70) (Res. 01-164, adopted 4-19-2001)
(A) Under no circumstances may employees use the county’s electronic communication systems for creating, possessing, uploading, downloading, accessing, transmitting or distributing material that is offensive, illegal, sexually explicit, discriminatory, defamatory or interferes with the productivity of co-workers. Employees may not use these systems for illegal activities, political causes, football pools or other sorts of gambling, the creation or distribution of chain letters, or for solicitations or advertisements for non-work purposes. Employees may not engage in any use which violates copyright or trademark laws.
(B) Employees are also prohibited from posting information, opinions or comments to internet discussion groups (for example: news groups, chat, list servers or electronic bulletin boards) without prior authorization from the employee’s department head.
(C) Employees may not use e-mail or other electronic communications to disclose confidential or sensitive information. Personal information such as the home addresses, phone numbers and Social Security numbers of county employees should never be disclosed on the internet.
(1980 Code, § 36.71) (Res. 01-164, passed 4-19-2001)
Although employees may use passwords to access electronic communication systems, these communications should not be considered private. Employees should always assume that any communications, whether business-related or personal, created, sent, received or stored on the county’s electronic communication systems may be read or heard by someone other than the intended recipient.
(1980 Code, § 36.72) (Res. 01-164, passed 4-19-2001)
(A) The county reserves the right to monitor, intercept, access and disclose all information created, sent, received or stored on its electronic communication systems at any time, with or without employee notice. The contents of computers, e-mail and other electronic communications will be inspected when there are allegations that there have been violations of law, breaches of confidentiality or security, violations of this subchapter. These inspections will also be conducted when it is necessary to locate substantive information that is not more readily available by less intrusive means.
(B) Before initiation of monitoring of stored electronic communications such as e-mail messages, written authorization will be requited from the elected official for their respective area.
(C) Internet use will be monitored in the same manner as other electronic communications. However, in addition, the county will regularly monitor and maintain a log of employees’ internet access. Department heads will have access to this log upon request.
(D) Information obtained through monitoring may be used as a basis for employee discipline up to and including termination.
(1980 Code, § 36.73) (Res. 01-164, passed 4-19-2001)
(A) Employees may not, without their department head’s authorization, upload, download or otherwise access and/or transmit copyrighted, trademarked or patented material, trade secrets or confidential, private or proprietary information or materials. Employees may not upload, download or otherwise transmit any illegal information or materials. Employees may not use the county’s electronic communication systems to gain unauthorized access to remote computers or other systems or to damage, alter or disrupt the computers or systems in any way, nor may employees, without authorization from their department head, use someone else’s code or password or disclose anyone’s code or password including their own. Passwords can be released to Information Technology technicians for problem solving.
(B) It is a violation of this policy for employees to intentionally intercept, eavesdrop, record or alter another person’s internet and e-mail messages. Employees may not enable unauthorized individuals to have access to or use the county’s electronic communication systems, or otherwise permit any use which would jeopardize the security of the county’s electronic communication systems.
(C) Employees must use their real names when sending e-mail messages or other electronic communications and may not misrepresent, obscure or in any way attempt to subvert the information necessary to identify the real person responsible for the electronic communication. Likewise, using another users account or login ID constitutes a violation of this policy.
(1980 Code, § 36.74) (Res. 01-164, passed 4-19-2001)
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