Policy Reference
| Category | Computer and User Operations |
| Approval Date | 01-29-2010 |
| Scope | All Personnel |
Purpose
Electronic Mail is a communication tool for conducting City business and must be used in a manner which does not circumvent any other applicable policies.
Policy
- Electronic Mail (E-Mail) may be used for organizational and individual information when appropriate for general business purposes. (406.6.1)
- This applies to both City internal e-mail as well as internet access to e-mail. (406.6.1)
- Archiving of e-mail messages is the responsibility of ITS. (406.6.2)
- Users must utilize signature files in messages sent to third parties that make it clear which user has sent the message as well as any limitations on the extent to which the messages from the user may be understood to have been sent on behalf of the City. (406.6.3)
- Confidential information shall not be entered into or transmitted via e-mail systems unless it is marked as confidential. Confidentiality of the e-mail transmission cannot be guaranteed. See Confidentiality and Privacy. (406.6.4)
- The City reserves the right to monitor e-mail messages. See Monitoring and Reporting. (406.6.4)
- Group messages are available to distribute information related to City business. Messages not related to City business should not be disseminated via e-mail Group messages. (401.6.5)
- Email Archiving. (406.6.6)
- Employees are advised that the City maintains systems and software which automatically monitors and records all e-mail messages. No e-mail which pertains to City business may ever, under any circumstances, be deleted by any user. Messages received by staff (incoming e-mail) which clearly does not pertain to City business, such as personal messages or SPAM, may be deleted by the user - provided these messages are deleted with 14 days of receipt (incoming messages only). All incoming e-mail that remains 14 days after it was received will be automatically added to the e-mail archive.
- All e-mails which an employee sends (where the employee is the originator of the e-mail) shall be saved.
- It shall be a violation of policy to delete any messages from the "sent items" folder.
- Automatic e-mail archive technology will be used to retain all incoming and outgoing messages from each employee's mailbox. ITS is responsible for the operation of this system and no related settings may be modified or circumvented by staff.
- Backup mechanisms are in place to help ensure the availability of the e-mail system; but ITS cannot guarantee the integrity or origin of e-mail messages.
- Users should not rely upon the e-mail system regarding critical or time-sensitive information as the only means of communications. (406.6.7)
Compliance
- Adapted from original personnel policy section 406