HomeMy WebLinkAboutF08.0 E-Mail �'l3llRl�ll `Y 111CJ-
1' E A S
CITY OF GRAPEVINE ADMINISTRATIVE POLICY
SUBJECT- E-MAIL SECTION. F NUMBER: 8.0
PREPARED BY- Information Technology REVISED DATE: 02/01/2014
PAGE: 1 of 2
PURPOSE
8.1 The purpose of the E-Mail policy is to provide guidance to employees of the City of
Grapevine concerning their responsibilities with respect to the proper use of the City's
E-mail system.
POLICY
8.2 E-MAIL TRANSER INFORMATION
8.2.1 All material transmitted or received via e-mail shall be considered City
property.
8.2.2 E-mail should never be considered a secure method of information transfer.
8.2.3 Employees are accountable for the content of all messages sent or solicited
via e-mail. Transmission or receptions of vulgar, profane, pornographic,
racially or gender insensitive material is strictly prohibited. Any violation of
City Policy, Penal Code, or Civil Statute, may subject the employee to
immediate disciplinary action, up to and including termination of
employment. No disciplinary action taken by the City of Grapevine precludes
enforcement of any penal or civil process.
8.2.4 No personally identifiable information, HIPPA information or any other
sensitive information extracted from any city database is to be sent
anywhere via e-mail without special arrangements made with IT, proper
encryption and a signed agreement with the receiving party.
8.2.5 The City e-mail system, GroupWise, is not to be used for mass mailings.
You must use an e-mail system intended for mass mailings or an
outsourced service for mass mailings. Please check with IT for assistance.
8.3 E-MAIL USAGE GUIDELINES
8.3.1 Obtain proper access to and documentation of e-mail by contacting IT.
8.3.2 By default a new GroupWise account does not have a password. It is highly
�'l3llRl�ll `Y 111CJ-
1' E A S
CITY OF GRAPEVINE ADMINISTRATIVE POLICY
SUBJECT- E-MAIL SECTION. F NUMBER: 8.0
PREPARED BY- Information Technology REVISED DATE: 02/01/2014
PAGE: 2 of 2
recommended that all employees assign a password to their GroupWise
account. GroupWise web access requires a password.
8.3.3 Treat e-mail with the same privacy and confidentiality as regular City of
Grapevine mail.
8.3.4 Use e-mail for conducting City of Grapevine business only. Light usage for
correspondence with family and friends is permitted.
8.3.5 Use proper and professional language, which another individual would not
find obscene, harassing, or profane.
8.3.6 Do not use the City's e-mail system for personal business usage such as
personal banking correspondence.
8.3.7 Do not use your City e-mail account when registering for newsletters or to
sign up for any thing personal.
8.3.8 Target message only to appropriate individuals.
8.3.9 Exercise caution regarding the content of e-mail, as messages may be
forwarded to persons other than the intended recipient.
8.3.10 Delete or purge older or sensitive e-mail messages in a timely manner.
8.3.11 Notify department or division management of improper or undesirable use of
the e-mail system. Whenever possible, a hard copy of the message should
be produced. All complaints will be handed as discreetly as possible.
8.3.12 Outside personal e-mail accounts accessed through a Web browser are to
be used minimally with extreme discretion and only with permission from
supervision.
8.3.13 Refrain from forwarding internal e-mail messages to or through e-mail
systems outside the City of Grapevine.
8.3.14 Proxy access e-mail should not be sent out on behalf of the actual individual
unless a disclaimer is included.