A. Electronic communications play a vital role in conducting legitimate City business activities. The City allows personal use of electronic communication devices during “non-work periods”.

B. If an employee chooses to use their personal electronic communication device in order to conduct City business activities, the employee has no right to privacy for any content pertaining to work related issues.

C. The following provisions apply to all employees use of electronic communications;

D. All forms of electronic communications used for City business are the property of the City and employees should have no expectation of privacy in any electronic communications used while working.

E. Employees should have no expectation of privacy in their electronic communications or electronic devices used while at work. Any City provided IT resource is subject to entry, search and inspection by the City without notice. Any privately owned property contained in such equipment, (including the contents of closed or sealed items/containers or files) may also be opened and examined without further notice and without employee’s permission. All electronic storage systems may be opened, read, or inspected in the same manner as the contents of desks, lockers and other equipment.

F. All passwords used on City programs or electronic devices must be provided to IT upon request and IT has the right to override if necessary individual passwords to maintain and protect the Cities interests.

G. The City’s electronic communication systems must not be used in a manner that is disruptive or offensive to others or harmful to morale. Employees are explicitly prohibited from displaying or transmitting any sexually explicit or obscene messages, images, or communications containing libelous or defamatory material, ethnic or racial slurs, or anything that may be construed as disparaging or harassing to others based on race, national origin, gender, age, disability, religion, or any other basis prohibited by law.

H. Employees are prohibited from accessing sexually explicit, obscene, or offensive sites on City computers, iPads, cellular phones, or other means of electronic communications, and from storing inappropriate or offensive graphics, games or other material from work sites on the City’s systems.

I. The City or its authorized representatives including, IT staff, may at any and all times monitor the electronic communications that an employee sends or receives.

J. The City prohibits employees from disseminating copyrighted materials.

K. Employees are prohibited from downloading information or software from the internet or from otherwise installing software, unless authorized by IT, on City electronic devices that login to the City’s domain, or that require City server resources.

L. The City prohibits employees from transmitting confidential or proprietary information without first consulting with their supervisor.

M. The City also warns against using the City logo or name on personal e-mails or on personal websites without prior authorization.

N. Employees are prohibited from intentionally using City Communication accounts for personal use and personal accounts for City use.

O. Electronic communications are permanent records and will be retained according to the record retention policy.

P. Employees must understand they have no personal right to privacy in any matter created, received or sent from City owned electronic communication systems. No matter how many passwords an employee has, nothing is private on a City owned electronic device.

Q. Employees who are in violation of this policy are subject to discipline up to and including termination of employment, in the City’s sole discretion.