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Home My WebLink AboutR-1899 - Adopting a policy relating to computer, e-mail and internet use•• " CITY OF MARYSVILLE Marysville,Washington RESOLUTION NO.189'1 A RESOLUTION OF THE CITY OF MARYSVILLE ADOPTING A POLICY RELATING TO COMPUTER, E-MAIL AND INTERNETUSE. WHEREAS,the City of Marysville has endeavored to enhance its efficiency by utilizing computer technology to conduct the City's business;and WHEREAS,the City Council of the City of Marysville finds that it is in the best interest of the City and its employees to utilize its computer technology in the manner that is consistent with City business and ethical standards;and WHEREAS,in using computer technology,it is essential to establish a clear policy relating to computer,E-mail and internet use; NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MARYSVILLE,WASHINGTON AS FOLLOWS: The attached policy relating to computer,E-mail and internet use is hereby ADOPTED as the official policy of the City of Marysville. ~PASSED by the City Council and APPROVED by the Mayor this ;27 day of M--,1998. Mayor OF MARYSVILLE ar/UbiuBy--",""-,,,,,,,,¥--/,LLL.."""'::>:>"!l.-_~__ CITY ATTEST: BY~"!ITY ~ERK Approved as to form: By A~1<.VJ-U<f} ,CITY ATTORNEY RESOLUTION /wpf/mv/email.res ~. e,." CITY OF MARYSVILLE POLICY RELATING TO COMPUTER,E-MAIL AND INTERNET USE GENERAL: • This policy is established to ensure City employees utilize City owned computers, electronic mail (e-mail), the Internet, and all other forms of electronic communications in a manner consistent with City business and ethical standards. • This policy shall affect all City employees and elected officials. • It shall be the policy of the City of Marysville that employees follow the proper communication procedures outlined herein. • Violation of this policy will subject the offending employee(s) to the City's disciplinary policy. DEFINITIONS: For the purpose of this policy the following definitions will apply. •Computers:any electronic device which contains or transmits electronic data, messages, text, ideas or images. •Public access databases:any electronic file or storage area that can be accessed using a computer,including publicly or privately owned databases,servers or on-line systems. Public access databases may also include commercial on-line services such as CompuServe,Prodigy,America On-line, or any other commercial systems. •Electronic Mail (e-mail):any electronic messaging system or device that allows the transfer of electronic data,messages,text, ideas, sound and/or images via a computer. •Internet:includes the linking of data services via a global system or modems and cable and the use of standard software platforms such as the World Wide Web 0NVVW),gopher and file Transfer Protocol (FTP) links. PROCEDURE • The City furnishes computers solely for the use in conducting official City business. Employees shall not use City time or resources for personal activities. Such resources include,without limitation,City-owned computers or any public access database,electronic mail or Internet access achieved through City-owned computers. _.'..- City of Marysville Policy Relating to Computer,E-Mail and Internet Use Page 2 PROCEDURE (continued) • Users should not expect privacy or confidentiality when using E-mail. The recipient of a message can forward it to other individuals.Messages may be delivered to the wrong recipient.Electronic mail can become evidence in legal proceedings.All messages should be composed with knowledge that they are public property and with the expectation that they could be made public. •Electronic mail to the City Attorney should be only with his/her prior consent. •Electronic mail should be business-like,courteous and civil. It must not be used for the expression of ill will or bias against individuals or groups,offensive material such as obscenity,vulgarity or profanity,jokes,sarcasm or other non-businesslike material.Sexually explicit material,cursing and name calling are prohibited communications. •Electronic mail is intended for official City business purposes, not personal or recreational use. By using the electronic mail system, all users have consented that the City, at its discretion,may inspect,use or disclose any E-mail or other electronic communications and/or data without notice. • If an E-mail is delivered to the wrong person, the recipient must stop reading as soon as he/she realizes the message was not meant for him, and notify the sender or system administrator immediately.It is impermissible to purposefully read E-mail intended for another person without the express permission of the sender. • The City's E-mail system may not be used for commercial, religious,charitable or political activities,support for outside organizations or uses not related to the direct conduct of the City's business. • The Cjty reserves the right to review,access and disclose the contents of any files or documents located on a City-owned computer.Additionally, the City maintains the right to monitor the use or content of any City-owned computer without notice to City employees. • The Internet is a tool which may be provided to individuals for use in conducting City business. It contains many useful features,including e-mail to non-City resources and access to research materials.The Internet can also be misused in a variety of ways,including but not limited to:downloading files that contain viruses, endangering City information systems,accessing objectionable material,misusing work time by accessing non-work related information, or misrepresenting an individual's opinion as City policy. • Internet access is limited to employees who have received prior approval from the City Administrator or his/her designee. .". "" ,.~.,. ," City of Marysville Policy Relating to Computer, E-Mail and Internet Use Page 3 PROCEDURE (continued) • Individuals must be aware and at times attempt to prevent potential City liability in their use of the Internet For that reason, all outgoing messages which do not reflect the official position of the City or Department, must include the following disclaimer: "the opinions expressed here are my own and do not necessarily represent those of the City of Marysville." •Computer files external to the City of Marysville shall not be downloaded on a City computer without being properly scanned for viruses. • Resources of any kind for which there is a fee including,without limitation, sites on the Internet, must not be accessed or downloaded without prior approval of a- Department Director. • Space on public access databases (such as home pages on the World Wide Web) shall not be created without prior approval of the City Administrator or hislher designee. • With regard to all software used or licensed by the City: A.Computer users shall use the software only in accordance with the license agreement,contract or grant. It is the City employee's responsibility to read and understand the licensing agreement which accompanies the original software. Licensing agreements can be obtained by contacting the City Clerk's office. B. City employees who learn of any misuse of software or related documentation within the organization shall immediately notify their immediate supervisor or Department Director. Failure to notify may lead to discipline. C. Any question or issue which arises as a result of this policy should be directed to the City Administrator or his/her designee. D. The City reserves the right to revise this policy as the needs of the City dictate. City of Marysville Policy Relating to Computer,E-Mail and Intemet Use Page 4 ACKNOWLEDGMENT OF POLICY I acknowledge receipt of the policy on Computer, E-Mail and Internet Use and agree to comply with all stated policies. I further acknowledge that the employer depends upon users to bring to its attention abuses of the system and I agree to promptly notify my supervisor or Department Director if such abuse comes to my attention. EMPLOYEE NAME:._ DEPARTMENT:_ EMPLOYEE SIGNATURE:_ DATE:._