Town of Turner, Maine

Internet and Electronic Mail Policy

Adopted September 20, 1999

Amended September 20, 2010

I           Purpose

 

Electronic mail, Internet and telecommunication access are resources made available to town employees to communicate with each other, other government entities, companies and individuals for the benefit of the town.

 

II         Policy

 

The Town of Turner Electronic Mail System (e-mail) is designed to facilitate town business communication among employees and other business associates for messages or memoranda.  Since no computer system is completely secure, the e-mail system is not intended to transmit sensitive materials, such as personnel decisions and other similar information which may be more appropriately communicated by written memorandum or personal conversation.

 

The e-mail system is town property and intended for town business.  The system is not to be used for employee personal gain or to support or advocate for non-town related business or purposes.  All data and other electronic messages within this system are the property of the Town of Turner.  E-mail messages are public records and are subject to the Maine Right to Know Laws.

 

In addition, the town, through its manager and supervisors, reserves the right to review the contents of an employee's e-mail communications when necessary for town business purposes.  Employees may not intentionally intercept, eavesdrop, record, read, alter, or receive another person's e-mail messages without proper authorization.

 

The Town of Turner, purchases, owns and administers the necessary software and licenses to provide access to e-mail and internet services.  Employees may not rent, copy or loan the software, or its documentation.  The Town has invested time and money to secure its electronic systems from intrusion and harmful viruses.  Therefore, employees may not provide alternate software to access the system.  Employees may be held responsible for any damages caused by using unauthorized software or viruses they introduce into the town’s email system.  Department heads are responsible for the implementation and adherence of this policy within their departments.

 

III        Procedures

 

General Information on Passwords

 

While you may have a confidential password, users should be aware that this does not mean that the system is for personal confidential communications, nor does it suggest that e-mail is the property right of the employee.  The use of e-mail system is for town business.  Passwords should be periodically changed to ensure security of the e-mail system.  Users should not share their passwords with anyone else, other than as his or her Supervisor may require.

 

 

 

Internet

 

The Internet provides the town with significant access and dissemination of information to individuals outside of the town.  The use of the Internet system for access and dissemination is intended to serve town business.  Like e-mail messages, internet messages are capable of being forwarded without the express permission of the original author.  Internet messages are also routinely passed through routes before they reach their final destination.  A message is "touched" many times before it gets to its recipient, and the message author should be aware of this.  Therefore, users must use caution in the transmission and dissemination of messages outside of the town, and must comply with all state and federal laws.

 

Prohibited Uses

 

When sending e-mail messages, appropriateness and good judgment should be used.  Following are examples of internet, e-mail and social networking ( such as Facebook or Twitter) uses which are prohibited:

 

                        Communications that in any way may be construed by others as disruptive,

                        offensive, abusive, or threatening.

 

                        Communications of sexually explicit images or messages.

 

                        Communications that contain ethnic slurs, racial epithets, or anything that                        may be construed as harassment or disparagement of others based on race,               national origin, sex, age, disability or religious beliefs.

 

                        Solicitation for commercial ventures, religious political causes, outside                organizations, or other non job related solicitations.

 

                        Access to internet resources, including websites and news groups that are          inappropriate in a business setting.

 

                        Any other use that may compromise the integrity of the town and its                   business in any way.

 

Retention of E-Mail

 

Generally, e-mail messages are intended to be temporary communications which are non-vital and may be discarded routinely.  However, depending on the content of the e-mail message, it is considered a more formal record and should be retained pursuant to a department's record retention schedules.  As such, these e-mail messages are similar to printed communication and should be written with the same care.  Each department head is responsible for establishing and maintaining department retention schedules for the information communicated through the e-mail system.

 

However, employees should be aware that when they have deleted a message from their workstation mailbox it may not have been deleted from the central e-mail system.  The messages may be residing in the recipient's mailbox or forwarded to other recipients.  Furthermore, the message may be stored on the computer's back-up system for an indefinite period.  Note that e-mail has been classified as "public" documents, i.e. available to the media.  Please keep that in mind when you create or store e-mail.

 

Employees should delete e-mail messages as soon as possible after reading.  An accumulation of files will degrade system performance and response times.  The system will automatically delete all messages at periodical intervals, unless archived by the user. 

 

Web Site Development

 

The internet is developing into an effective channel for the town to share information with citizens, visitors and customers; departments are strongly encouraged to work to develop and keep up to date departmental pages as a link to the town's home page by submitting corrections, additions or deletions to the webmaster.

 

Applicability to Employees, Part-Time Employees, Contractors, and Other Users

 

This e-mail policy applies to all employees, contractors, part-time employees, volunteers, and other individuals who are provided access to the town's e-mail system.  Third parties should only be provided access to the e-mail system as necessary for their business purpose with the town, and only if they abide by all applicable rules.

 

Employee Termination, Leave of Absence, Vacation and Other

 

Employees who leave employment with the town have no right to the contents of their e-mail messages and are not allowed access to the e-mail system.  Supervisors or management may access an employee's e-mail if employees are on leave of absence, vacation, or are transferred from one department to another department and it is necessary for the town's business purposes.

 

Penalties

 

The misuse of the internet or e-mail privileges may be considered sufficient cause for discipline in accordance with the Personnel Policy and or other applicable rules or laws.  In addition, violations of this policy or misuse of the e-mail system may be referred for criminal prosecution.

 

IV        Acceptance

 

The Town requires employees to read and accept the terms of this policy before making electronic systems available.

A copy of this Policy will be posted at each job site that has applicable equipment.