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EFFECTIVE DATE: December 13, 1999 SUBJECT: Personnel

AR-99-9
A REGULATION ESTABLISHING
AN E-MAILIINTERJ\-:ET AND VOICE MAJL POLICY
SECTION I. Purpose

As a result of the unique nature of E-mail, [ntemet and voice mail and because of the City of
Fannington's desire to protect its interest with regard to its electronic records, the following rules
have been established to address ora1, wire or electronic communications usage by all employees.

SEC'.110N.ll. Definition
Electronic mail ("E-mail") is defined as an office cmmmmications tool whereby electronic
messages are prepared, sent and retrieved on personal computers. On-line services, such as t11e
Internet, are defined as a communications tool whereby business iufomiation, reference material
and messages are sent and retrieved electronically on personal computers. Telephone messages
(voice mail) is a communications tool whereby business information and messages are sent and
retrieved through the telephone system.
SECTION JU, Policy

The E-mail/Intemet and voice mail systems are a part oftl1c City's business equipment and shall
be used for City purposes only. Employees do not have a personal privacy right in any matter
created on, received through or sent through the City E-mail/Tntcrnet or voice mail systems.
Electronic communications are not secure, even with the use of a personal access code or
password and even after they are deleted.

The City, in its discretion, reserves the right to monitor and access any matter created on,
received through or sent from the E-mail/Intemet or voice mail systems to assure compliance
with City policies, monitor employees' service and effectiveness with customers and clients, and
conduct investigations of any activity that may be illegal or adversely affect employees or the
City. .

No -mai l/ fntemet or voice mail messages shall be created or sent that may be derogat ry,
<lufr11mitury or obscene or otherwise inappropriate, or that m, y co1lstitutc verbal ai.lll e slander,
or defamation of employees, customers, citizens, vendors or any other person or entity.

No E-maiJ/Intcmet or voice mail messages shall be created or sent that constitute intimidating,
hostile or offensive material based on race, national origin, marital status, sex, age, ancestry,
physical or mental handicap or serious medical condition, disability, religious or political llelicfs,
or any other characteristics protected by federal, state or local law.

The City further reserves the rights to repair, inspect and service the compL1tcr, the right to
review and disclose all information transmitted by or stored in the system, and the right to
establish electronic communications' retention and destrnction mies.

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