HomeMy Public PortalAbout1999-12 Personal Policy and Procedure Manual" O R D I N A N C E 1 9 9 9 - 1 2
A N O R D I N A N C E A M E N D I N G O R D I N A N C E 1 9 9 7 - 2 1 ,
C I T Y O F G R E E N C A S T L E , I N D I A N A
P E R S O N N E L P O L I C Y A N D P R O C E D U R E M A N U A L
A N D C R E A T I N G S E C T I O N 3 : 1 8
C i t y o f G r e e n c a s t l e E l e c t r o n i c I n f o r m a t i o n S y s t e m s P o l i c y
E l e c t r o n i c i n f o r m a t i o n s y s t e m s , i n c l u d i n g c o m p u t e r s , s o f t w a r e , a d d i t i o n a l h a r d w a r e . E - m a i l
s y s t e m s , a n d I n t e r n e t a c c e s s , a r e c o m m u n i c a t i o n s t o o l s p r o v i d e d b y C i t y t o a s s i s t e m p l o y e e s i n
p e r f o r m i n g t h e i r j o b f u n c t i o n s i n a n e f f e c t i v e a n d e f f i c i e n t m a n n e r . S u c h s y s t e m s a r e t h e p r o p e r t y
o f t h e C i t y a n d a r e i n t e n d e d f o r b u s i n e s s , n o t p e r s o n a l , u s e . E m p l o y e e s h a v e n o r i g h t o f p r i v a c y
t o a n y i n f o r m a t i o n o r f i l e m a i n t a i n e d i n o r o n t h e C i t y ' s p r o p e r t y o r t r a n s m i t t e d o r s t o r e d t h r o u g h
t h e C i t y ' s e l e c t r o n i c i n f o r m a t i o n s y s t e m s o r o t h e r t e c h n i c a l r e s o u r c e s .
T h e C i t y s t r i v e s t o m a i n t a i n a w o r k p l a c e f r e e o f h a r a s s m e n t a n d i s s e n s i t i v e t o t h e d i v e r s i t y
o f i t s e m p l o y e e s a n d c i t i z e n s . T h e r e f o r e , t h e C i t y p r o h i b i t s t h e u s e o f i t s e l e c t r o n i c i n f o r m a t i o n
s y s t e m s i n w a y s t h a t a r e u n l a w f u l , d i s r u p t i v e , o f f e n s i v e t o o t h e r s , o r h a r m f u l t o m o r a l e . F o r
e x a m p l e , t h e d i s p l a y o r t r a n s m i s s i o n o f i m a g e s , m e s s a g e s , a n d c a r t o o n s t h a t m a y o f f e n d o t h e r s
b e c a u s e o f t h e i r s e x , r a c e , a g e , n a t i o n a l o r i g i n , d i s a b i l i t y , o r r e l i g i o n i s p r o h i b i t e d . S u c h m i s u s e
i n c l u d e s , b u t i s n o t l i m i t e d t o , e t h n i c o r r a c i a l s l u r s , r a c i a l o r s e x u a l c o m m e n t s o r j o k e s , o r a n y
" o t h e r c o m m u n i c a t i o n t h a t s h o w s d i s r e s p e c t f o r o t h e r s o n t h e b a s i s o f s e x , r a c e , n a t i o n a l o r i g i n ,
d i s a b i l i t y , r e l i g i o n o r a g e .
E m p l o y e e s s h o u l d r e m e m b e r t h a t w h e n t h e y a r e u s i n g t h e C i t y ' s e l e c t r o n i c i n f o r m a t i o n
s y s t e m s , t h e y a r e c r e a t i n g C i t y d o c u m e n t s , w h i c h a r e t h e p r o p e r t y o f t h e C i t y , b y u s i n g t h e C i t y ' s
p r o p e r t y . T h e s e d o c u m e n t s a r e n o t p r i v a t e a n d m a y b e r e a d b y o t h e r C i t y e m p l o y e e s a n d , u n d e r
s o m e c i r c u i n s t a n c e s , b y o t h e r s o u t s i d e t h e C i t y ' s e m p l o y .
E m p l o y e e s s h o u l d a l s o b e a w a r e t h a t e v e n t h o u g h a m e s s a g e m a y b e d e l e t e d f r o m t h e
s y s t e m , a r e c o r d o f i t m a y r e m a i n e i t h e r o n t h e d a i l y b a c k u p s o f a l l d a t a o r i n o t h e r w a y s . I t i s
p o s s i b l e t o r e - c r e a t e a " d e l e t e d " m e s s a g e . T h e r e f o r e , u l t i m a t e p r i v a c y o f m e s s a g e s c a n n o t b e
a s s u r e d t o a n y o n e .
A c c e s s t o I n f o r m a t i o n
A u s e r ' s a c c o u n t o r e l e c t r o n i c i n f o r m a t i o n s y s t e m m a b e a c c e s s e d b y t h e C i t y a t a n y t i m e ,
f o r a n y r e a s o n w i t h o u t n o t i c e . S o m e o f t h e r e a s o n s f o r a c c e s s i n c l u d e , b u t a r e n o t l i m i t e d t o :
D u r i n g r e g u l a r m a i n t e n a n c e o f t h e s y s t e m
W h e n t h e C i t y h a s a b u s i n e s s n e e d t o a c c e s s t h e e m p l o y e e ' s c o m p u t e r
f i l e s ; f o r e x a m p l e , i f t h e e m p l o y e e i s a b s e n t f r o m t h e o f f i c e a n d t h e
s u p e r v i s o r h a s r e a s o n t o b e l i e v e t h a t i n f o r m a t i o n r e l e v a n t t o t h e d a y ' s
b u s i n e s s i s l o c a t e d i n t h e c o m p u t e r ' s f i l e s .
When the City receives a legal request to disclose electronic information.
When the City has reason to believe that employees are using its electronic
information systems or other technical resources in violation of the City's
policies.
When monitoring employee work flow or productivity.
Because of the rapidly changing nature of the use of electronic information systems, this
policy cannot lay down rules to cover every possible situation. instead, it expresses the City's
philosophy and sets forth general principles to be applied to the use of electronic information
systems and other technical resources. Where appropriate, this policy will be modified with
appropriate notice.
Confidential Information, Accounts and Passwords
Information systems have many weaknesses with regard to security and confidentiality of
information. Information which is considered private or confidential shall not be transferred
through the Internet. Confidential information includes but is not limited to personnel information,
passwords, and other system codes.
Internet access, accounts, and passwords are to remain confidential. Users may not share
Internet accounts unless otherwise established or approved by your supervisor. Employees are
held responsible for all actions and activities attributable to their assigned accounts. Any
inappropriate use of an employee's account could result in disciplinary action up to and including
termination.
Use of accounts
City Internet accounts may be used for City business on networks or equipment other than
those that are City - owned. For example, an employee may use his or her account on his or her
personal computer at home; however, the account may be used for work - related business only.
While using the City equipment, employees may not use Internet e -mail accounts other than those
the City has approved.
Computer viruses and security weaknesses
Downloads or e-mail attachments from the Internet carry the risk of introducing viruses to
your computer. When employees become aware of security weaknesses or unusual activity, either
internal or external, employees must immediately report those weaknesses or concerns to their
supervisor.
Duplication of materials
Users shall strictly observe all copyright laws. Unauthorized duplication or distribution of
copyrighted software is strictly prohibited. This prohibition includes downloading unlicensed
software from the Internet and/or installing it on City equipment. is
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A c c e s s a u t h o r i z a t i o n , i m p l e m e n t a t i o n e n f o r c e m e n t a n d a d m i n i s t r a t i o n
A u t h o r i z a t i o n f o r I n t e r n e t a c c e s s s h a l l b e g r a n t e d o n t h e b a s i s o f d e m o n s t r a t e d n e e d a n d
o n l y f o r t h o s e c a p a b i l i t i e s r e q u i r e d . A l l a u t h o r i z a t i o n r e q u e s t s s h a l l b e i n w r i t i n g , s h a l l s t a t e t h e
i n t e n d e d p u r p o s e o f a c c e s s a n d s h a l l b e a p p r o v e d b y t h e M a y o r . A u t h o r i z a t i o n s h a l l b e t e r m i n a t e d
p r o m p t l y f o r e m p l o y e e s n o l o n g e r h a v i n g t h e n e e d f o r a c c e s s .
T h e M a y o r i s r e s p o n s i b l e f o r t h e i m p l e m e n t a t i o n o f t h i s p o l i c y . E m p l o y e e s l e a r n i n g o f a n y
m i s u s e o f t h e C i t y ' s e l e c t r o n i c i n f o r m a t i o n s y s t e m s o r a v i o l a t i o n o f t h i s p o l i c y m u s t n o t i f y t h e C i t y
o f s u c h m i s u s e o r v i o l a t i o n i m m e d i a t e l y . V i o l a t i o n o f t h i s p o l i c y m a y r e s u l t i n d i s c i p l i n a r y a c t i o n ,
u p t o a n d i n c l u d i n g t e r m i n a t i o n . A l l r e c o r d s a n d a c c e s s c o d e s s h a l l b e k e p t , m a i n t a i n e d a n d
a d m i n i s t e r e d b y t h e C l e r k - T r e a s u r e r .
P S E D A N D A D O P T E D b y t h e C o m m o n C o u n c i l o f t h e C i t y o f G r e e n c a s t l e , I n d i a n a
t h i s _ d a y o f 1 9 9 9 .
A N a n c y A A i c h a e l , M a y o r
T E T :
P a m e l a S . J o n e s , C l e r ' - T e a s u r e r / / y ��
P r e s e n t e d U m e t o t h e M a y o r o f G r e e n c a s t l e , I n d i a n a t h i s / _ 9 �� a y o f
1 9 9 9 a t ! I Q o ' c l o c k p . m . 4
P m e l a S . J o n e s , C l e r < T a s u ��[ e r
A p p r o v e d a n d s i g n e d b y m e t h i s ��/ f ` d a y o f �� �� 1 9 9 9 , a t Z S " �� 1 0
o ' c l o c k p . m .
I
A T E T :
P a m e l a S . J o n e s , C l r k T e a s u r e r
a 4 j " e
N a n c y A . I i c h a e l , M a y o r
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