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City of Arden Hills Personnel Policy Effective February 29,2016 Electronic files that store e-mail messages and other documents are the City's property. Employees should be aware that the City has the same right to access electronic files stored on City computers as it does files stored in an employee's desk or workstation. Employees should be aware that any data stored is subject to government data practices statutes which can make the text accessible to the public. Therefore, sensitive or personal documents or messages should not be sent or stored on the computer system. The City, as well as individuals outside the Arden Hills organization, have the ability to track the Internet sites accessed with the City of Arden Hills account. When sending e-mail messages, users should exercise caution in determining what information to include, because the receiving party has the ability to forward the message anywhere in the world. Manner of Communication Employees are expected to communicate in a professional manner that will reflect positively on them and the City of Arden Hills. Employees should use the same care when creating electronic communications as they would use with oral or other written communication. Existing policies governing employee behavior, both within the workplace and when interacting with the general public, apply to electronic communications. Employees are not permitted to represent themselves as any other person on the Internet or to use another employee's e-mail account to send messages. The Communications Policy for employees governs the manner of communication. Internet Access Internet access is available on most City-owned computers and is provided to employees as a resource to assist with the performance of work-related duties. Visiting Internet sites that contain "adult material" (such as pornography) or promote hate, racism, violence, or illegal activities are prohibited. Proxy sites are also prohibited. The City uses a filtering system to block access to these sites. However, these systems are not able to always block access to all prohibited sites. Therefore, the ability to visit a prohibited site despite the presence of this filtering software does not constitute permission to do so. SharePoint Purpose and Use The purpose of the City of Arden Hill's SharePoint is to communicate work and employee information. SharePoint is an internal website designed exclusively for City of Arden Hills employees. SharePoint Content The City's Information Technologies, HR and Communications staff oversee all aspects of SharePoint, including content and design. Selected staff are expected to update SharePoint pages and will receive necessary training to do so. 97