Resolution No. 73391
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
RESOLUTION NO. 7339
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
VERNON AMENDING RESOLUTION NO. 6907 WHICH
ADOPTED AN ELECTRONIC MAIL POLICY
WHEREAS, access to the internet and use of electronic
mail has become a common feature of business and industry and is
being used more widely by governmental agencies in the State of
California, nationally, and worldwide; and
WHEREAS, pursuant to Resolution No. 6907, the City
Council of the City of Vernon approved an electronic mail policy
for the City of Vernon which provides guidance to City departments
in the use of the internet or electronic mail and limited such
usage to designated employees conducting City business; and
WHEREAS, the City Administrator has recommended
amendments to the City's electronic mail policy in order to
clarify portions of the policy and assure that the policy is
interpreted consistently with the City's personnel policies.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF VERNON AS FOLLOWS:
SECTION 1: The City Council of the City of Vernon does
hereby find and determine that the recitals contained hereinabove
are true and correct.
SECTION 2: The City Council of the City of Vernon hereby
approves the Amended Electronic Mail Policy, a copy of which has
been submitted concurrently herewith, and orders that said Policy
be received and filed by the City Clerk.
1 SECTION 3: The City Clerk of the City of Vernon shall
2 certify to the passage of this resolution and thereupon and
3 thereafter the same shall be in full force and effect.
4 APPROVED AND ADOPTED this 1st day of June, 1999.
5
LEONIS C. MA URG, M yor
7 ATTEST:
8 2/ ^
9 BRUCE V. MALKENHORST, City Clerk
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
-2-
a�
1 STATE OF CALIFORNIA )
2 ) ss
COUNTY OF LOS ANGELES )
3
4 I, BRUCE V. MALKENHORST, City Clerk of the City of
5 Vernon, do hereby certify that the foregoing Resolution, being
6 Resolution No. 7339, was duly adopted by the City Council of the
7 City of Vernon at a regular meeting of the City Council duly held
8 on Tuesday, June 1, 1999, and thereafter was duly signed by the
9 Mayor of the City of Vernon.
10
11 BRUCE V. MALKENHORST, City Clerk
12 (SEAL)
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
-3-
AMENDED INTERNET AND ELECTRONIC MAIL POLICY
Scope
This policy is intended to replace the Internet and E-Maid Policy which was
adopted by the City Council of the City of Vernon pursuant to Resolution No.
6907. This policy covers usage of the Internet and any electronic mail (E-Mail)
system on City -owned equipment. It is applicable to local network E-Mail
systems such as Win -Chat and Win-PopUp, both accessible through Windows.
II. State of Ownership
The computer system is the sole property of the City of Vernon. Therefore, all E-
Mail messages are official City of Vernon records and are the property of the City
of Vernon.
III. Access and Disclosure
The City of Vernon reserves the right to access and disclose all messages sent
over its E-Mail system for any purpose.
IV. Regulation
All messages transmitted over the E-Mail system are only to be those which are
involved in the City of Vernon business activities or contain information essential
to City of Vernon employees for the performance and/or completion of business
related tasks. Examples are:
A. Formal business communications which require recording.
B. Formal or informal business communications which are not time sensitive.
C. Policy, procedural, or project information.
D. Messages regarding employee security.
E. Announcements relaying specific and/or crucial information regarding City
of Vernon business, policy, practices, or issues; or any communication
directly related to City of Vernon business, administration, policy, or
practices.
V. Confidentiality and Time Sensitivity
Messages which are confidential shall not be placed on the E-Mail system.
Confidential messages often contain information which is of a sensitive nature,
either personally or legally. Because of this, such messages should be
communicated in person and in private, while adhering to any and all policies and
procedures which may apply.
Time sensitive communications, such as requests for services which require
immediate attention, should not be handled by E-Mail. There is no provision
within the system for guaranteeing that a time sensitive message will be read by
the intended receiver in a timely manner.
VI. Etiquette and Restrictions
When using the E-Mail system, employees should always compose their
messages in a courteous and respectful manner. Employees are prohibited from
using language which is insulting, offensive, disrespectful, demeaning, or
sexually suggestive and such language will not be tolerated. Harassment of any
form will not be tolerated. Sexual or ethnic slurs will not be tolerated.
Obscenities or any representation of obscenities will not be tolerated.
Under no circumstances shall City communications equipment be used for any
commercial promotional purpose, to conduct personal business, to conduct
employee organization business, or to communicate any material of a political,
religious, obscene or derogatory nature.
VII. Global Messaging
A. Definition
For the purpose of this policy, a global message is any message which is
distributed to all employees who are within a City -owned E-Mail system.
B. Scope
All E-Mail messages are official City of Vernon records. Therefore,
messages disbursed through the global option of the E-Mail system
should be those which are involved in City of Vernon business activities
or contain information essential to all City of Vernon employees within the
E-Mail system.
C. Application
The use of the global messaging option on E-Mail is restricted to
communications from those employees so authorized by the City
Administrator or their department head and listed on the access sheet
and held by the manager of the Information System Group.
Vill. Records Management
E-Mail is considered to be a public record and may be subject to public
disclosure in accordance with applicable law.
E-Mail generates correspondence, some of which may be official records in need
of protection/retention. Therefore, electronically stored records such as E-Mail
that fall within the parameters of City of Vernon Records Retention Schedule are
subject to the retention requirements listed thereon.
-2-
It is the responsibility of staff to determine if an E-Mail message is covered within
the scope of a record series on their department records retention schedule. It is
also the responsibility of the department staff to provide appropriate storage
arrangements for any messages which must be retained. Retention of records
can occur by printing out the message or by storing the records in an electronic
file.
E-Mail may remain in the system until received by the recipient but no more than
three months. The system will automatically delete all E-Mail older than three
months on a regular basis.
IX. Internet Use
A. All Internet users are expected to be responsible cyber-citizens. That
means knowing the tools, rules and etiquette and behaving accordingly.
This includes the selection of materials to post; posts should reflect well
on the City and not violate anyone's trust or copyright laws. Irresponsible
action will not be tolerated.
B. City Internet facilities are to be used only for City business. Employees
are to use Internet at the City only for work -related activities. Electronic
communications in furtherance of the City's business activities with
professional associates, colleagues, supplier representatives and others
is permitted.
C. Internet E-Mail will be available to all employees who are trained on the
City's internal E-Mail package, except where the City Administrator or a
department head requests otherwise. Other access to the Internet will be
provided on an as -needed basis.
D. Access to Internet Services
Employees must be authorized in writing by the City Administrator
or their department head to use the City's resources to access
and use Internet services.
2. The department head who authorized the use of Internet facilities
is responsible for promptly notifying the City Administrator and the
manager of the Information System Group when the employee or
authorized third party terminates, changes departments or no
longer requires the use of Internet services so that access can be
terminated.
E. Improper Uses of the Internet
Although the Internet represents a valuable information resource for
legitimate business and technical research and information sharing, it
also presents a significant opportunity for abuse, lost employee
productivity and potential liability for both the City and the employee. The
following are examples of activities which could result in revocation of
Internet access privileges:
-3-
1. Personal activities that incur additional costs to the City or
interfere with employee's work performance.
2. Profit -making activities that accrue to the employee.
3. Political activities.
4. Unlawful activities, including sending or receiving copyrighted
materials in violation of copyright laws or license agreements.
5. Sending or retrieving sexually explicit or offensive messages,
cartoons or jokes, ethnic slurs, racial epithets or any other
statement or image that might be construed as harassment,
disparagement or libel.
6. Sending City proprietary or confidential materials to anyone not
entitled to know or possess them.
F. Encryption (Passwording Documents is One Use of Encryption)
1. Employees shall notify their supervisors of their intent to use
encryption and explain how and why they intend to use it.
2. Data encryption may be used only for the purposes of securing
information where the information is part of City business and
such encryption is necessary to protect the information according
to City requirements for confidentiality.
3. Employees shall give passwords for all encrypted documents to
the employee's supervisor prior to use.
4. Employees shall provide document passwords or other keys to the
City Administrator, their department head, their supervisor, or
manager of the Information System Group immediately upon
request.
G. Conservation of Network and Systems Resources
Be succinct. Internet traffic affects the network computer infrastructure by
using network bandwidth, storage and computer resources. Conserve
these resources and protect system response time.
H. Monitoring
The use of the Internet will be monitored.
-4-
CITY OF VERNON
Acknowledgement of review and understanding of the
City of Vernon's Internet And E-Mail Policy.
I, the undersigned employee, acknowledge that I have been given and have
read the City of Vernon's Internet And E-Mail Policy and understand that it is my
responsibility to adhere to it at all times.
Employee Name: Department
(Please Print)
Signed: Date:
Witness: Date:
Note: Original executed document to be forwarded to personnel.
SUPPORTING
DOCUMENTS
t
.d
OFFICE OF THE CITY ADMINISTRATOR/
CITY CLERK
INTER -OFFICE MEMORANDUM
DATE: June 2, 1999
TO: Kevin Wilson, Director of Community Services & Water
Lewis Pozzebon, Director of Environmental Health
Kenneth DeDario, Director of Utilities
Bruce Olsen, Chief of Police
Dave Telford, Fire Chief
FROM: Gloria J. Oro c of Deputy City Clerk
RE: Amended Internet and Electronic Mail Policy
Transmitted herewith, for your files, is a copy of the Amended
Internet and Electronic Mail Policy which was approved by City
Council on June 1, 1999 through Resolution No. 7339.
Cc: Martha Valenzuela
Sharon Johnson
Joan Francone