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Appropriate Use <br />Individuals at the City are encouraged to use email to further the goals and objectives of the City. The types of <br />activities that are encouraged include: <br />1. Communicating with fellow employees,business partners of the City, and clients within the context of an <br />individual's assigned responsibilities. <br />2. Participating in educational or professional development activities. <br />Inappropriate Use <br />The City's email systems and services are not to be used for purposed that could be reasonably expected to cause <br />excessive strain on systems. Individual email use will not interfere with others' use of the City's email system and <br />services. Email use at the City will comply with all applicable laws,all City policies,and all City contracts. <br />The following activities are deemed inappropriate uses of the City systems and services are prohibited: <br />1. Use of email in any way that violates the City's policies,rules,or administrative orders. <br />2. Viewing, copying, altering, or deletion of email accounts or files belonging to the City or another <br />individual without authorized permission. <br />3. Sending of unreasonably large email attachments. The total size of an individual email message sent or <br />received(including attachment)must be 50 Mb or less(unless authorized by the Director of Administrative <br />Services or IT). <br />4. Opening email attachments from unknown or unsigned sources. Attachments are the primary source of <br />computer viruses and should be treated with utmost caution. <br />5. Sharing email account passwords with another person, or attempting to obtain another person's email <br />account password. Email accounts are only to be used by the registered user. <br />6. Excessive personal use of the City email resources. The City allows limited personal use ofor <br />communication with family and friends, independent learning, and public service so long as it does not <br />interfere with staff productivity, pre-empt any business activity, or consume more than a trivial amount of <br />resources. The City prohibits personal use of its email systems and services for unsolicited mass mailings, <br />non-City commercial activity, political campaigning, dissemination of chain letters, and use by non- <br />employees. <br />Email Retention <br />Please refer to the City's data Practices Retention Policy. <br />FAILURE TO COMPLY <br />Violations of this policy will be treated like other allegations of wrongdoing at the City. Allegations of misconduct <br />will be adjudicated according to the established procedures. Sanctions for inappropriate use on the City's email <br />systems and services may include,but are not limited to,one or more of the following: <br />1. Temporary or permanent revocation of email access; <br />2. Disciplinary action according to applicable City policies; <br />3. Termination of employment or suspension;and/or <br />4. Legal action according to applicable laws and contractual agreements. <br />Monitoring and Confidentiality <br />The email systems and services used at the City are the property of the City. As such, the City has the right to <br />monitor any and all email traffic passing through its email system. While the City does not actively read end-user <br />email,email messages may be read by IT staff during the normal course of managing the email system. <br />In addition, backup copies of email messages may exist, despite end-user deletion, in compliance with the City's <br />records retention policy. The goals of these backup and archiving procedures are to ensure system reliability and <br />prevent business data loss.