2002-06-26 CC Packet - Laserfiche WebLink

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. D R A F T JLN-2B-2e1a2 15' 5'7 LEAGLE IF m eIT IES P.19/21 .. ~ity ofHoplcins 01/06/98 5.05 Public Natlw nfFftMaiL E.Mail is a public record like any other public document. E- Mail may be searched for evidence in any legal proceeding. :By using the E-Mail system, the employee consents that the following authorized City representatives, the City Manager, Departlllllllt Head, Supervisor, and systems' administrator, may review any messages on the system, may use any information for any legitimate business, legal or disciplinary pwpose and may disclose or disseminate such messages to appropriate third parties. 5.06 Retention ofE-Mail.E.Mail messages meet the State of Minnesota definition of a ."recoro." As such, specific classifications of E-Mail shall ~ retained according to the City of Hopkins Records Management Policy. E.Mail falls into two classifications: Record (}fva!~; E-Mail is considered a record olvallle lfit is required for ongoing legal, fiscal, administrative, operational or research pwposes. These records shall be saved by the user to a word processing or paper file for storage according to City retention requirements. Example: Official correspondence regarding a litigated matter. Tl"(JllSitory record. E-Mail that does not fall into the above classification is considered a transitory record. Transitory re~rds are generally documents of short-term interest that have no documentary or evidential value. The user is not required to save or convert a transitory record. Example: Quasi-official notices including memoranda and other records that do [Jot serve as the basis for official actiO:lS, such as notices for meetings or holidays. Almo;! all E-Mail falls into this category and may be deleted immediately. 5.07 ftphibition on Ini\Pm-anriate Mes~a~e Contents The E-Mail system shall not be used for: . charitable solicitatio:lS or support for outside organiutlons (unless sponsored by the City) . outside business or commercial activide5 for the purpose offmancial gain . political activity . religious solieitations or causes The E-Mail systcm shall not be used to promote, foster or perpetuate discrimination on the basis of race, c!'\led, color, age, religion, sex, marital statm, statllS with regard to public assistaMe, national origin, physical or mental disability, or affectional preference. The following types of E-Mail messages, though not exhaustive, are strictly prohibited: . E-Mail that is ofan offensive, harassing, threatenirlg or disruptive nature. Among those which may be considered off'ensi ve are messages which contain sexual implications, racial slurs, gender-specific comments, or any other comment that offensively addresses someone's age, sexual orientation, religious or political beliefs, national origin or disability, Computer Policy 5