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It <br />ADEN HILLS <br />Email Acceptable Use Policy (EAUP) <br />February 29,2016 <br />PURPOSE: <br />To establish an outline of appropriate and inappropriate use of the City's email system and services in order to <br />minimize disruptions to services and activities,as well as comply with applicable policies and laws. <br />BACKROUND: <br />Email is a critical mechanism for business communications. However, the improper use of electronic mail systems <br />and services can compromise the security of the network or result in unnecessary legal liability. As a result, the <br />provision of email to an employee is a privilege, not a right, and therefore must be used with respect and in <br />accordance with the goals and policies of the City. <br />SCOPE OF THE POLICY <br />The City provides some, if not all, employees with electronic access, consisting of an email system, a network <br />connection, and Internet/Intranet access. This policy governs the use of the City's network and email system at all <br />City locations and offices. <br />The following are covered by this policy: <br />1. Full or part-time employees of the City who have been provided a city email address. <br />2. Volunteers who are authorized to use the City email system and have been provided a city email address. <br />POLICY <br />Email access is controlled through individual accounts and passwords. Each user of the City's email system is <br />required to read and sign a copy of this Email Acceptable Use Policy prior to receiving an email access account and <br />password. It is the responsibility of the employee to protect the confidentiality of their account and password <br />information. <br />All full-time employees of the City of Arden Hills are entitled to an email account. Temporary email accounts will <br />be granted to third party non-employees on a case-by-case basis. Applications for these temporary accounts must be <br />submitted in writing to the Network Manager. All terms and conditions, and restrictions governing email use must <br />be in a written and signed agreement. <br />Email access will be terminated when the employee or third party terminates their association with the City, unless <br />other arrangements are made. The City is under no obligation to store or forward the contents of an individual's <br />email inbox/outbox after the term of their employment has ceased. <br />General Expectations of End Users <br />Important official communication are often delivered via email. As a result, employees of the City with email <br />accounts are expected to check their email in a consistent and timely manner so that they are aware of important <br />City announcements and updates,as well as for fulfilling business and assigned tasks. <br />Email users are responsible for mailbox management, including organization and cleaning. If a user subscribes to a <br />mailing list, he or she must be aware of how to remove their email address from the list, and is responsible for doing <br />so in the event that their current email address changes. <br />Email users are also expected to comply with normal standards of professional and personal courtesy and conduct.