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SAN LEANDRO ADMINISTRATIVE CODE TITLE 1 CITY COUNCIL EXHIBIT A Chapter 11 Policy Governing Use of Computer Systems, E -Mail and Information Security &1.11.100: POLICY GOVERNING USE OF COMPUTER SYSTEMS, E -MAIL AND INFORMATION SECURITY. City computer systems are made available to employees, public officials, and in some cases consultants to improve efficiency, communications and productivity when providing services to the community. City computer systems are defined to include any City provided computer hardware (personal computers, laptops, personal digital assistants [PDAs], smart phones, mobile digital terminals, host systems and related devices, printers and other production peripheral equipment, scanners, the City's network), computer software, remote access, electronic mail (e -mail) and Internet connection tools used to provide City services. Use of City provided computer systems are for official City purposes only. This policy is established to protect the City's investment in information technology; safeguard the information contained within City computer systems; and assist in the efficient delivery of City services. All City computer systems provided in accordance with this policy remain the property of the City. Users of City computer systems have no right to or expectation of privacy or confidentiality in any activity using the City computer systems, equipment, or networks. Any electronic files, documents, or records (as that term is defined in the California Public Records Act)stored, accessed, or transferred on the City's computer systems are not private to the user and are potentially disclosable under the California Public Records Act. (1) E -Mail System a. The E -Mail System shall be used for the transmission of communications and documents only and shall not be used for the storage of information or records. The E -Mail System is provided by the City to Users as a convenient and efficient method for rapidly communicating transitory information in an electronic format. b. The forwarding of E -Mails from City computer systems or through City provided E -Mail accounts by employees or public officials to any personal or other E -Mail account that is not a City provided email account that belongs to, or is managed by the employee or public official is strongly discouraged. Users are cautioned that any E -Mail sent or forwarded from a City computer system or email account to a personal email account may subject that entire personal account to disclosure pursuant to a public records request. An email sent from a personal email account to a City email account or City computer system is a public record subject to disclosure under the California Public Records Act. Department Responsible for Revision: City Manager's Office Chapter 1.11 12 /2011 - -Draft Page 1