HomeMy WebLinkAboutComputer Electronic Communication Policy
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Computer/Electronic Communications
and Voice Mail Policy
1. Purpose
The purpose of this policy is to establish boundaries to govern the use of the information
systems, electronic communications and voice mail systems in conducting the day-to-day
business of the City.
2. Definitions
The term “user” and “users” as used in this document shall refer to all persons who are
permitted to use the City’s information systems, electronic communications and voice mail
systems. “City’s Systems” shall be defined as the City’s information systems (including, but not
limited to, the computers, cellular devices, tablet devices, servers, Internet access, network
infrastructure, and storage devices, including physical media and cloud-based storage),
electronic communications and voice mail systems.
3. Statement of Policy
3.05 Permissible User(s)
Users of City systems must be City employees that have signed and acknowledged this policy.
Non-employees that are temporarily taking the place of an employee may be granted access to
the City’s systems upon approval of the County Information Technology Director and signing
and acknowledgement of this policy.
3.1 Permissible Use
The City’s Systems are provided to users to conduct City business. City’s Systems are to be
used for work-related purposes. Users shall comply with all policies, rules and regulations of the
City. personal use is permitted, subject to the policies, rules and regulations of the City and the
individual department in which the user works. Abuse of this privilege may result in suspension
or termination of all access to or use of the City’s Systems at the City’s sole discretion. It may
also result in disciplinary action, up to and including termination of employment, at the
discretion of the City.
3.2 Monitoring and Access
Subject to the requirements and limitations of applicable law and this policy, the City reserves
and intends to exercise the right, at its sole discretion, to access, read, monitor, disclose, and use
the City’s Systems, Multi-factor authentications logs, and the contents of the communications,
information, or data sent or received over the City’s Systems, including, but not limited to,
electronic communications deleted by the user that are retrievable from the City’s Systems or a
receiving or sending e-mail system. Electronic communications, information, and data should
Section Name: Employee Relations Effective Date: June 2, 2025
Section Number: 400 Policy Number: 007
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be treated as confidential by all users and accessed only by the intended recipient or when
authorized in advance by the intended recipient, or as provided below:
Except as otherwise expressly permitted in this policy, no user or other person
(including a member of the County's Information Technology Department)
shall access the electronic information of any City employee (other than the
City Manager or designee), unless advance written approval of the City
Manager or designee is obtained. In the case of the City Manager, advance
written approval of the Mayor shall be required.
Approvals provided pursuant to this policy shall be for a maximum of seven (7) calendar days
or as specified in the writing approving said access, whichever is lesser. Periods exceeding
seven (7) calendar days shall require a new authorization, which authorization shall also not
exceed seven (7) calendar days.
3.3 Access Information and Passcodes
All individual passcodes to the City’s Systems must be provided to the County of Monroe's
Director of Information Technology upon request. Employees using personal devices for City
business are required to provide access to the device in case a Freedom of Information Act
(FOIA) request requires it.
3.4 Confidentiality
Users should be aware that City business e-mail messages composed or received through the
use of the City’s Systems or personal devices may, depending on their content, be subject to
Freedom of Information Act requests and other disclosure. Users do not have a personal privacy
right in electronic communications, voice mail, or any other part of the City’s Systems, and
therefore should have no expectation of privacy or confidentiality. Users must therefore exercise
special care in all electronic and/or voice mail communications, and use of the City’s Systems.
3.5 Prohibited Uses
Certain uses of the City’s Systems are not allowed. Except where otherwise expressly
permitted by this policy, or as may be required for the discharge of appropriate law enforcement
functions under applicable state, federal or local law, the following uses are prohibited:
1. Reading, accessing, using, copying or transmitting electronic content (including but not
limited to e-mail, instant messaging, blogs, RSS feeds, etc.), or otherwise using the
City’s Systems, for any purpose which violates federal, state, or local laws.
2. Misrepresenting one’s identity to compose or intercept messages.
3. Revealing access information, internal or external Internet Protocol (IP) address(es),
multi-factor authentication codes, or password(s) to another person, unless approved by
the County's Director of the Information Technology Department, in writing.
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4. Using City’s Systems for commercial purposes other than City business.
5. Reading, accessing, using, copying or transmitting electronic offensive or malicious
messages, which include, but are not limited to, messages containing profanity, sexually
explicit content, race, national origin or gender specific comments, threats or
harassment.
6. Storing passwords utilized on City systems, either on internal or external services, in any
capacity outside of approved password management systems vetted by the Monroe
County Information Technology director, or their designee. This includes, but is not
limited to, storing passwords in web browsers, unapproved private password keepers
such as LastPass, memo pads, binders, sticky notes, or other physical media.
7. Excessive use of the City’s Systems for purposes other than City business.
8. Using the City’s Systems for gambling, betting pools or investment clubs or any other
activity that distracts from City Business.
9. Loading software (including but not limited to software containing games, screen savers,
development tools, shareware, freeware, commercial programs, Internet downloads,
upgrades or files) on the City’s Systems without approval of the County's Information
Technology Department and the user’s supervisor.
10. Loading/installing data storage mediums (including but not limited to disks, diskettes,
memory-based devices, cloud-based storage services, etc.) containing data or program
components before such mediums have been virus scanned by the County's Information
Technology Department or designee.
11. Adding to or removing equipment and software from any City electronic device without
approval from the user’s supervisor and the County's Information Technology
Department.
12. Utilizing the City’s Systems for video or audio streaming to the extent they interrupt
normal City business operations.
13. Circumventing, or attempting to circumvent, City cybersecurity policies or software
implementations including, but not limited to, the use of virtual private network or proxy
services
14. Removal of City owned device without express written consent from the County
Information Technology Director or their designee.
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3.6 Violation of Policy
Users who misuse the City’s Systems, or knowingly allow others to do so, are subject to
disciplinary action, up to and including termination of employment and/or possible legal
action at the discretion of the City. Furthermore, the City of Monroe reserves the right
to suspend or terminate any person’s use and/or access to City’s Systems at its sole
discretion.
3.7 User Acknowledgment/Agreement
All users shall execute a copy of the attached “Acknowledgment of the City of
Monroe's Computer/Electronic Communications and Voice Mail Policy,” a copy
of which shall be placed in each person’s official personnel file.
All employees of the County's Information Technology Department shall, as a
condition of employment, also execute the “Agreement Regarding Access And
Dissemination Of Electronic Information,” a copy of which shall be placed in
each person’s official personnel file.
4. Application
This policy shall apply to all employees, appointed officials, and other users of the City
of Monroe systems.
5. Responsibility
The City Manager and/or his designee shall be responsible for implementing and
overseeing this policy.
6. Administrative Procedures
None.
7. Legislative History of Authority for Creation or Revision
Adopted pursuant to action of the Monroe City Council, dated October 7, 2003.
Revised pursuant to action of the Monroe City Council, dated September 21, 2009.
Revised pursuant to action of the Monroe City Council, dated February 20, 2024.
Revised pursuant to action of the Monroe City Council, dated June 2, 2025
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ACKNOWLEDGMENT OF THE CITY OF MONROE'S
COMPUTER/ELECTRONIC COMMUNICATIONS AND VOICE MAIL POLICY
I understand that the City’s information systems (including but not limited to the computers,
cellular devices, table devices, servers, Internet access, network infrastructure, and physical and
cloud-based storage), electronic communications and voice mail systems (collectively referred to
as “the City’s Systems”) are the City’s property and are to be used for the City’s business. I also
understand that personal use of the City’s Systems (other than as permitted by City policy) is
strictly prohibited. I further understand that misuse of the City’s Systems, or knowingly allowing
others to do so, may result in the suspension or termination of my use and/or access to the City’s
Systems, and may result in disciplinary action, up to and including my discharge, and/or possible
legal action.
I understand that the City reserves the right to access, monitor, review, use, and disclose
information obtained through the City’s Systems at any time, with or without advance notice to
me and with or without my consent.
I agree to abide by the terms of the City’s Computer/Electronic Communications and Voice Mail
Policy, a copy of which has been provided to me.
I confirm that I have read this acknowledgment and have had an opportunity to ask questions about
it.
Receipt of Acknowledgement:
Printed Name: __________________________________
Signature: ______________________________________ Date: __________________
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AGREEMENT REGARDING ACCESS AND DISSEMINATION
OF ELECTRONIC INFORMATION
This AGREEMENT REGARDING ACCESS AND DISSEMINATION OF ELECTRONIC
INFORMATION (the “Agreement”) is made between the City of Monroe (the “City”) and the
undersigned employee.
In consideration of my employment with the County, I hereby agree as follows:
1. For purposes of this agreement, “the City’s Systems” shall be defined as the City’s
information systems (including but not limited to the computers, cellular devices, tablet devices,
servers, Internet access, network infrastructure, and physical and cloud-based storage), electronic
communications and voice mail systems. “Electronic Information” shall be defined as all
electronic communications content including voice mail.
2. As a member of the County's Information Technology Department, I understand and
agree that I owe a special duty to the City to preserve the confidentiality of the City’s electronic
information. Accordingly, I agree not to access the electronic information of any user of the
City’s Systems for any purpose not directly related to and necessary for the performance of the
duties of my position with the City. I further agree not to read, copy, disseminate, discuss or
otherwise disclose (including but not limited to permitting others to access, read, copy,
disseminate, or otherwise disclose) the contents of any user’s electronic information except as
required by the functional duties of my position or by law. Should the duties of my position
necessitate that I, or others under my direction access such information I will do so (or permit
others to do so) only when authorized in writing and in advance by the intended recipient, or as
provided below.
2.1 I understand and agree that if the duties of my position require me to access or permit
another person to access the electronic information of any City employee (other than the City
Manager or designee), I must first obtain the advance written approval of the City Manager. In
the case of the City Manager, advance written approval of the Mayor shall be required.
I understand that the foregoing approvals shall be for a maximum of seven (7) calendar days or
as specified in the writing approving said access, whichever is lesser. Periods exceeding seven
(7) calendar days shall require a new authorization, which authorization shall also not exceed
seven (7) calendar days.
3. I understand and agree that any violation of this Agreement may result in disciplinary
action, up to and including discharge, and/or possible legal action.
__________________________________ _____________________
Name of Employee Date
___________________________________ _____________________
City Manager Date