RESPONSIBLE CITY AGENCY:
Information Management Services
KEYWORDS: email, instant messaging,
texting, FaceBook, Twitter, YouTube, social media, electronic communications,
electronic privacy,
1. General
1.1. Electronic communications are an integral part of the way the City does business. Email, instant messaging, text messaging, social networking, teleconferencing including video conferencing, and video sharing websites are all effective methods of communication and are commonly used in conducting the affairs of the City. Employees are required to follow specific rules and procedures when utilizing these technologies for City business and/or when using City resources.
2. Responsibilities
2.1. Employees are responsible and accountable for the way they use electronic communications technologies and for proper management of those communications. Employees should also know and understand the associated policies and procedures.
2.2. Department and Division Directors are responsible and accountable for ensuring employees are properly trained and have an understanding of the policies and procedures surrounding the use of electronic communications technologies. Department and Division Directors are also responsible and accountable to ensure compliance with this policy.
2.3. Information Management Services is responsible and accountable for ensuring employees are able to communicate using the appropriate technologies in an effective, secure method by deploying the appropriate safeguards in the appropriate way.
3. Privacy.
3.1. There can be no expectation of privacy related to the use of City technology in the sending or receiving of any electronic communications. This includes personal communications sent or received from any City owned technology.
3.2. This policy and related procedures apply to technology not owned by the City used for the performance of City business whether sending or receiving electronic communications.
4. Electronic Communications Technology
4.1. Use of city electronic communications technology for personal communications is allowed to the extent it does not interfere with the employee’s job duties. Personal electronic communications sent or received using City technology is subject to the same scrutiny as City business related communications. Personal communications sent or received using City technology may be reviewed by appropriate City staff.
4.2. City employees are required to follow the instructions and guidelines detailed in the procedures enacted to support this policy.
4.3. City staff members are to receive training on a regular basis to ensure employees know and understand their responsibilities and the legal requirements when using electronic communications technologies.
4.4. Department Directors may, at their discretion, restrict access and availability of any or all electronic communications technology within their workgroups to meet the specific needs of their organization.
CURRENT REFERENCES: Electronic Communications Procedure
ORIGINAL EFFECTIVE DATE: December 18, 2007
EFFECTIVE DATE OF CURRENT REVISION (Date signed by Mayor): October 4, 2010
(Revised to reflect the impact of social media and the wide variety of electronic communication)