1895 - Resolution - Amending Resolution No. 1872 and Administrative Policy 100-018 Electronic Communication SystemsRESOLUTION NO. 1895
A RESOLUTION OF THE CITY OF PORT ORCHARD, WASHINGTON
AMENDING RESOLUTION NO. 1872 AND CITY OF PORT ORCHARD
ADMINISTRATIVE POLICY 100-018 AND REESTABLISHING A POLICY
FOR USE OF CITY ELECTRONIC COMMUNICATION SYSTEMS.
WHEREAS, it is the desire of the City of Port Orchard to facilitate the timely and efficient
conduct of city business, and
WHEREAS, communications are provided to encourage and facilitate the free exchange of
business related communications and ideas between employees, and
WHEREAS, this policy includes, but is not limited to telephones, electronic mail systems
(e-mail), voice mail systems, faxes, internet, and other electronic media that generate, store, transmit and
display correspondence for internal and external business communication purposes, and
WHEREAS, all electronic data are the property of the City of Port Orchard, and may be
public records under the Public Disclosure Act (RCW 42.17),
THE CITY COUNCIL OF THE CITY OF PORT ORCHARD, WASHINGTON HEREBY
RESOLVES AS FOLLOWS:
THAT: The City of Port Orchard Electronic Communication Systems Policy is
attached hereto as Exhibit "A" and is hereby adopted.
PASSED by the City Council of the City of Port Orchard, APPROVED by the
M'y~ ~d ""'"'by., Clo• m '""MII~tioo of woh P='~'Y ~
LESLIE J. WEATHERILL, MAYOR
ATTEST:
~dl PllfiCi8PaTkS>C Clerk
CITY OF PORT ORCHARD USE OF CITY ELECTRONIC
COMMUNICATION SYSTEMS POLICY
(formerly-Use of Electronic Mail and other City Wide
Network Applications -Resolution No. 1872
INDEX EFFECTIVE DATE APPROVED
Administrative 100-018 SefllembeF ;.~;; 1999 Reselutie11 1872
AMENDED May 22,2000 Resolution No. 1895
PURPOSE The primary purpose of the City of Port Orchard's (hereafter referred to as the city) electronic
communications, is to facilitate the timely and efficient conduct of city business. The communications are
also provided to encourage and facilitate the free exchange of business related communications and ideas
between employees. This policy defines the use of electronic communications media. This includes, but is
not limited to telephones, electronic mail systems (e-mail), voice mail systems, faxes, Internet, and other
electronic media that generate, store, transmit, and display correspondence for internal and external business
communication purposes. All electronic data are the property of the City of Port Orchard, and may be public
records under the Public Disclosure Act (RCW 42.17).
SCOPE This policy applies to all individuals who are provided access to the city's electronic
communications, thus all communications shall be professional and appropriate.
POLICY All system users are prohibited from using electronic communications for harassing
messages, personal solicitation of funds or political messages, and other such messages as specifically
prohibited. The misuse of electronic communications may subject an employee to disciplinary action, up to
and including termination.
Users who are terminated or laid off have no right to the contents of the city electronic communications and
will not be allowed access except pursuant to a public disclosure request.
Electronic Communications:
1. Electronic Communications Defined. Electronic communications is defined as including, but not
limited to, telephonic communications including voice mail, facsimile (fax) communications, and e-
mail.
2. Electronic Communications are for Business Use. The city's electronic communications are for
official business. The systems are not to be used for employee personal gain or to support or
advocate for non-city related business. Emails of personal nature are permissible, only if kept to a
minimum. At no time shall personal email be allowed to impact network performance, personal
productivity or step outside proper decorum expected in an office environment. It should be
understood that this privilege can be revoked at any time the city deems necessary. The city reserves
the right to monitor the use and content of electronic communications.
3. Electronic Communications are Not Private. Electronic communications are not private and no
assumption or expectation of privacy should be anticipated. The telephone logs are public records.
Any message you send through voice mail or e-mail can be forwarded on to anyone else on the
system. Even after voice mail or e-mail has been deleted, it can still be possible to retrieve it and read
it. All messages are considered city records and are the property of the City of Port Orchard. The
city reserves the right to read, use and disclose electronic communications. For these reasons, you
should not use the city's electronic communications for any information you consider personal or
private.
4. Electronic Communications Decorum and Content. When using the city's electronic
communications systems, keep in mind that you are using the City of Port Orchard's property. As a
CITY OF PORT ORCHARD-USE OF E-MAIL AND OTHER CITY WIDE NETWORK APPLICATIONS
ADMINISTRATIVE 100-018
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result, your comments must be appropriate to our business setting.
Internet:
1. Internet is for Business Use. Access to the Internet is provided for city related business, and is only
allowed via the city's centralized Internet connection. Alternate methods of Internet access, such as
using a modem to access America On-Line or other ISP would compromise network security,
exposing it to potential harm from computer hackers. Requests for exceptions must be reviewed and
approved by the City Finance Office. Any costs incurred while accessing the Internet are the
responsibility of the employee unless approved in advance by the Department Head.
2. Internet Access. Internet access will be based on the approval of the Department Head. The system
administrator will only connect those users approved by the Department Head or their designees.
3. Internet Use is Not Private. When sites are accessed, Internet Protocol addresses are recorded.
Comments are not anonymous, and any electronically stored communication sent or received may
be retrieved. The city reserves the right to review user accounts, workstations and file server space in
order to determine whether specific uses of information systems are appropriate.
4. Unacceptable Internet Use or Site. The following are examples of some unacceptable uses and
sites and are not intended as an all inclusive list:
a. Pornographic sites and chat rooms, except for official investigations authorized in writing by
the Chief of Pol ice.
b. Religious, partisan political, sports or games unless related to city business.
c. Any site that charges a fee. Visiting such a site must be pre-authorized in
writing. If you do visit such a site by mistake, do not give out any billing information such as
credit card or business phone. If you are asked for billing information, cancel out of the
screen immediately.
d. Vendor sites to purchase personal items. Business purchasing must exclusively go through
the contract review process or purchasing.
Management reserves the right to make final determinations as to what is considered appropriate in all cases
of Internet use.
5. Harassment through the Internet. If you believe that you are the victim of harassment, please follow
these procedures:
a. Don't delete the message
b. Don't respond
c. Notify the system administrator, your Department Head or the Personnel Department.
Print Name: First Ml last
Signature Date
ATTACHMENTS None
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ADMINISTRATIVE 100-018