Page | 29 All information created, sent, or received via the City’s systems and equipment, including, but not limited to, all e-mail messages and electronic files, are the property of the City. Employees and other users should have no expectation of privacy regarding this information. The City reserves the right to access, read, review, monitor or copy all usage, messages and files sent through or stored on City systems at any time, without notice. Electronic communications sent or received on City systems is generally an open public record and subject to discovery for legal evidentiary purposes, subject only to the exemptions set out by Kansas or Federal law. Electronic communications that require long-term retention should be stored in specific archival folders or printed. Use of electronic communication should take into consideration the possible disclosure of the message(s) being sent. Each user must: • Ensure that electronic data and records are maintained and disposed of in compliance with the City’s (and respective department’s) approved records retention policy. • Ensure that each recipient’s address is correct before transmitting data or files via email. • Make every reasonable effort to keep City data safe when externally accessing City systems and software. All users are strictly prohibited from: • Sharing passwords with others unless pre-approved by the department director. • Accessing another person’s electronic database, email account or other electronic data accounts without prior consent or authorization from the employee or department director. • Using another employee’s password or impersonating another person while communicating or accessing electronic systems. • Deleting, examining, copying, or modifying files and/or data belonging to other users without their prior consent. • Accessing or attempting to gain unauthorized access to data, system resources, passwords, etc., or decrypting of systems or user passwords. • Attempting to secure a higher than assigned level of privilege on the city’s network or on other specific technologies. • Transmit proprietary/confidential information via secure communication systems. • Unnecessarily encrypting electronic communications. • Playing games at any time. Department directors are responsible for ensuring compliance with the requirements and limitations related to the use of criminal justice information systems and shall develop specific protocols for their access and use. Network/Internet Connection – The City monitors usage patterns of its networks and/or internet connections. Although employees are permitted reasonable personal use of the internet during work hours, employees should use discretion in the sites accessed and the time spent in use. The City’s networks and internet connections shall not be used at any time to send communications or view material that could be construed as violating the City’s policies, including, but not limited to, anti-harassment and anti-discrimination policies.
RkJQdWJsaXNoZXIy MTMyNDE0NQ==