Policy Reference
| Category | Computer and User Operations |
| Approval Date | 01-29-2010 |
| Scope | All Personnel |
Purpose
To ensure the appropriate use of telephone, cell phone, page and voice mail systems.
Policy
- Incidental personal use of the City's telephones, cell phones and pagers must be reasonable and primarily be used for City business. Use of these resources shall not be for personal financial gain or cost the City in either employee time or actual expense as determined by the appropriate Department Director. Appropriate personal use is generally acceptable, unless directed otherwise, during breaks lunch times or before/after working hours. (406.9.1)
- Employees will be responsible for reimbursing the City for costs incurred for any personal long distance or cell phone calls. Use of personal cell phones and pagers on the job will be regulated by departmental policy; and shall generally be limited to emergency contacts or use during breaks or lunch times. (406.9.2)
- Employees are advised that the City maintains systems and software which automatically record all voice mail messages. Users should have no expectation of privacy with regard to voice mail.
- This policy does not require that voice mail messages be retained and therefore they may be deleted at will. (*406.9.6)
- All requests for phone and voice mail additions, modifications or deletions must be made via ITS. (406.9.4)
- Voice mail greetings must be kept current or general in nature. Voice mail messages (incoming and outgoing) must be business-like and professional. (*406.9.5)
- Although backup mechanisms exist, users should not rely upon the voice mail system for critical or time sensitive information as the only means of communication. (*406.9.6)
Compliance
- Adapted from original Personnel Policies section 406