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SAN LEANDRO ADMINISTRATIVE CODE <br /> TITLE 1 CITY COUNCIL <br /> Chapter 11 POLICY GOVERNING USE OF CITY'S <br /> ELECTRONIC MAIL SYSTEM <br /> $1.11.100 POLICY GOVERNING USE OF CITY'S ELECTRONIC MAIL SYSTEM <br /> The City's E -mail system is designed to facilitate City business communications among <br /> employees and other business associates. E -mail is not considered to be a secure system and is <br /> not intended to transmit sensitive materials, such as personnel matters and similar information <br /> which would be more appropriately communicated by written memorandum or personal <br /> conversation. <br /> E -mail is NOT private to the user. E -mail is potentially discoverable in lawsuits involving the <br /> City or under the Public Records Act or Freedom of Information Act. -Users should be aware that <br /> . when they have deleted a message from their mailbox it may not have been deleted from the E- <br /> mail system. The message may be residing in the recipient's mailbox or forwarded to other <br /> recipients. Furthermore, the message may be stored on the computer's back -up system. <br /> City users have confidential passwords to access their accounts, however users should be aware <br /> that this does not suggest or imply that the system is for personal, confidential communication, <br /> nor does it suggest or imply that E -mail is the property right of the user. <br /> The system is not to be used for the user's personal gain or to support or relate to non -City <br /> related businesses or purposes. All data and other electronic messages within this system are the <br /> property of the City. The City reserves the right to review any and all electronic files and <br /> messages to ensure that these media are being used in compliance with the law and City policy or <br /> for any other purpose. Users may not, however, intentionally intercept, eavesdrop, record, read, <br /> alter, or receive other persons' E -mail messages without proper authorization. <br /> E -mail transmissions shall be courteous and professional at all times. All attempts should be <br /> made to ensure the accuracy of the information given and be aware of protecting confidential and <br /> sensitive information. <br /> Use <br /> • Access to City E -mail and Internet services requires department head approval. <br /> Authorized access requests should be submitted to Information Services using the "New <br /> Changed and Departing Employee" form, When provided, it is a privilege that may be <br /> wholly or partially restricted by the City without prior notice and without consent of the <br /> user. <br /> 09 -05 -2000 <br />