Purpose

The safety and well-being of each employee and citizen who comes into contact with the City of Lowell electronically, is a vital concern to the City. Email, Voicemail and computers, offer an easy, efficient and fast means of communication but should be undertaken with care. The purpose of establishing this policy is to:

* Maintain a secure workplace for all employees

* Decrease liability exposure due to harm by an employee

* Manage use of computer systems

* Prevent unlawful or wrongful actions against fellow employees or citizens either directly or indirectly through the use of computers

Policy

Voicemail, email, and/or all other computer files and equipment provided by the City of Lowell are to be used for City business purposes only. The use of computers or other City equipment for personal use is strictly prohibited. The City will have access and knowledge of all computer password codes at all times. Consistent with Federal Law, the City reserves the right to enter, search, disclose and monitor the computer files, email, or voicemail of any employee with or without advance notice for any business purpose. This includes, but is not limited to, investigating theft, disclosure of confidential information, personal abuse of the system, conflict of interest or monitoring workflow or productivity. Computer users may not access the messages or files of other individuals on the system. If an individual believes there is reason to access another employee’s files and/or messages, that person should review his/her concern with their supervisor, department head, the Legal Dept, or Human Relations.

Password protection or a “personal” computer does not imply that user’s messages, memos, documents or other files, active or deleted, are private.

Employee Responsibility

Each employee is expected to secure appropriate authorization prior to accessing the City’s electronic communication or computer system(s). Each employee is expected to ensure that his/her usage of the electronic communication systems provided by the City of Lowell is used for business purposes only. Each employee is expected to insure that the information being entered or sent is not offensive, frivolous or brusque. Each employee is expected to cooperate in the investigation of a complaint or alleged violation of this policy by providing any information he/she possesses concerning the matter(s) being investigated. Employees are expected to report violations of this policy as soon as possible after an incident occurs to members of management or the Human Relations Office.

Management Responsibility

Managers and Department Heads have the responsibility of involving the Legal or Human Relations Department if they receive a request to access an employee’s files and/or messages or themselves believe access may be appropriate.

Department Heads shall forward a “User Authorization” request to the respective MIS official prior to an employee accessing the City’s computer system(s) for the first time or modifying an employee’s access rights thereafter.

Violation of this Policy will be handled in a manner consistent with the City’s disciplinary process up to and including termination.





*11/16/1995*