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• <br /> • SAN LEANDRO ADMINISTRATIVE CODE <br /> TITLE 10 HUMAN RESOURCES <br /> Chapter 6 POLICY GOVERNING USE OF CITY'S <br /> ELECTRONIC MAIL SYSTEM <br /> sexual preference; promote sexual harassment; or to promote personal, political or <br /> religious business or beliefs. <br /> Network Security <br /> Computer viruses are frequently introduced to a computer network through the use of E -mail <br /> attachments. It is not common for viruses to be passed by simply reading an E -mail, but opening <br /> an attachment that comes with an E -mail, especially from an unknown or unsolicited source, can <br /> bring about destructive results. City computers are equipped with software designed to identify <br /> and eliminate computer viruses. The anti -virus software is configured to scan E -mail <br /> attachments for viruses prior to saving them to disk, but because the inventory of viruses is ever <br /> changing it is possible for a virus to be newer than what the anti -virus software is designed to <br /> protect against. Employees should not change or modify the anti -virus software settings. Any <br /> suspicious E -mail attachments should be reported to Information Services without delay. <br /> Retention of E -mail <br /> Generally, E -mail messages are temporary communications which are non -vital and may be <br /> discarded routinely. However, depending on the content of the E -mail message, it may be <br /> considered a more formal record and should be retained as a hard copy pursuant to departmental <br /> record retention schedules. Examples of messages of this nature are: policy, decision making, <br /> connected to specific case files, contract related or otherwise an essential part of a larger record, <br /> or other memorandum of significant public business. As such, these E -mail messages are similar <br /> to printed communication and should be written with the same care. Each department head is <br /> responsible for maintaining department retention schedules as adopted by the City Council for <br /> the information communicated through the E -mail system. <br /> Refer to San Leandro Administrative Code, Chapter 11, Title 1, City Council - <br /> 09 -05 -2000 3 <br />