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SAN LEANDRO ADMINISTRATIVE CODE DAFT <br /> TITLE 1 CITY COUNCIL <br /> Chapter 11 Policy Governing Use of Computer Systems, E -Mail and Information <br /> Security <br /> $1.11.100: POLICY GOVERNING USE OF COMPUTER SYSTEMS, E -MAIL AND <br /> INFORMATION SECURITY. City computer systems are made available to improve efficiency, <br /> communications and productivity in providing services to the community. Computer systems shall <br /> be defined to include any computer hardware (personal computers, personal digital assistants <br /> [PDAs], mobile digital terminals, host systems, printers, scanners, network, etc.), computer <br /> software, remote access, electronic mail (e -mail) and Internet connection tools deemed necessary to <br /> provide services to the San Leandro community. Use of City provided computer systems are for <br /> official City business purposes. Guidelines for specific Information Technology tools and <br /> applications used by the City Council, such as Social Media, will be included in the <br /> Councilmember Handbook. This policy has been established in order to protect the investment in <br /> information technology; safeguard the information contained within these systems; reduce business <br /> and legal risk; and protect the services provided to the citizens of San Leandro. <br /> All City computer systems provided by the City in accordance with this policy remain the property <br /> of the City and are for the purpose of business communications. Users of the systems have no right <br /> or expectation of privacy or confidentiality in any activity using the City computer systems, <br /> equipment, or networks. Any files, no matter on what medium, that are stored on the City's <br /> computer systems are not private to the user and are potentially disclosable under the Public <br /> Records Act or Freedom of Information Act. <br /> (1) E -Mail System <br /> a. The E -Mail System shall be used for transmission of communications and <br /> documents and shall not be used for the storage of Information. The E -Mail <br /> System is provided by the City to Users as a convenient and efficient method of <br /> rapidly communicating transitory information in an electronic format. E -Mails <br /> are automatically purged by the City pursuant to the schedule set forth below. <br /> b. Automatically forwarding business - related E -Mails from Users' City E -Mail <br /> accounts to their personal E -Mail accounts is not allowed. Users are cautioned <br /> that any business E -Mail forwarded to a personal account may subject that entire <br /> personal account to disclosure pursuant to a public records request. <br /> c. No User shall attempt to disguise the origin of any E -Mail, unless authorized by <br /> the Chief of Police for a criminal investigation. <br /> Department Responsible for Revision: City Manager's Office Chapter 1.11 <br /> 03/0212011 Page 1 <br />