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| Introduction |
Under the provisions of the Information Resources Management
Act, information resources are strategic assets of the City of
El Paso that will be managed as valuable city resources. Thus
this policy is established to achieve the following:· To
ensure compliance with applicable statutes, regulations, and mandates
regarding the management of information resources.· To
establish prudent and acceptable practices regarding the use of
email.· To educate individuals using email with respect
to their responsibilities associated with such use. |
| Purpose |
The purpose of The City Of El Paso Email Policy is to establish
the rules for the use of The City Of El Paso email for the sending,
receiving, or storing of electronic mail.
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| Audience |
The City Of El Paso Email Policy applies equally to all individuals
granted access privileges to any The City Of El Paso information
resource with the capacity to send, receive, or store electronic
mail. |
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Email Policy
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- The following activities are prohibited by policy:
- Sending email that is intimidating or harassing.
- Using email for conducting personal business.
- Using email for purposes of political lobbying or campaigning.
- Violating copyright laws by inappropriately distributing
protected works.
- Posing as anyone other than oneself when sending email,
except when authorized to send messages for another when
serving in an administrative support role.
- The use of unauthorized e-mail software.
- The following activities are prohibited because they impede
the functioning of network communications and the efficient
operations of electronic mail systems:
- Sending or forwarding chain letters.
- Sending unsolicited messages to large groups except
as required to conduct agency business.
- Sending excessively large messages
- Sending or forwarding email that is likely to contain
computer viruses.
- Sending or forwarding any offensive material
- All user activity on City Of El Paso Communications network
is subject to monitoring and review.
- Electronic mail users will not give the impression that
they are representing, giving opinions, or otherwise making
statements on behalf of The City Of El Paso or any unit of
The City Of El Paso unless appropriately authorized (explicitly
or implicitly) to do so. Where appropriate, an explicit disclaimer
will be included unless it is clear from the context that
the author is not representing The City Of El Paso. An example
of a simple disclaimer is: "the opinions expressed are
my own, and not necessarily those of my employer."
- Individuals will not send, forward or receive confidential
or sensitive City of El Paso information through non-City
of El Paso email accounts. Examples of non-City Of El Paso
email accounts include, but are not limited to, Hotmail, Yahoo
mail, AOL mail, and email provided by other Internet Service
Providers (ISP).
- Individuals will not send, forward, receive or store confidential
or sensitive City of El Paso information utilizing non-City
of El Paso accredited mobile devices. Examples of mobile devices
include, but are not limited to, Personal Data Assistants,
two-way pagers and cellular telephones.
- All City employees will make every attempt to adhere to
the “Read & Delete” policy in regards to keeping
e-mail records. E-mail messages should be deleted once read
and action taken, if required, on said communication.
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| Disciplinary Actions |
Violation of this policy may result in disciplinary action,
which may include termination for employees and temporaries; a
termination of employment relations in the case of contractors
or consultants; dismissal for interns and volunteers; or suspension
or expulsion in the case of a student. Additionally, individuals
are subject to loss of The City Of El Paso Information Resources
access privileges, civil, and criminal prosecution. |
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