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SAN LEANDRO ADMINISTRATIVE CODE TITLE 1 CITY COUNCIL (4) E-Mail messages located in a User's Inbox, Sent Items and Deleted Items folders will be automatically deleted by Information Technology from all computer devices and systems on the 120th day after sending or receipt, whether deleted by the User or not. All email will be archived and retained for 24 months. (5) E-Mail messages that must be retained in accordance with the City's Records Reten- tion Schedule or by law should be moved to a User's Outlook Cabinet or saved and placed in the appropriate subject file, either electronically or in hard copy. (b) Use. (1) City employees and public officials are responsible for the care, security and appro- priate use of City computer systems and any related equipment. Inappropriate uses may include, but are not limited to, obscenity, harassment, slander, defamation, commercial or for-profit activities, and political or campaign activities. (2) City computer systems are for use by employees, public officials, and City Manager designated persons only. Contractors, vendors and other non-City users may be granted access to City computer systems with approval from the Information Ser- vices Manager. Contractors, volunteers, and other non-City users accessing the City of San Leandro's computer systems are subject to the same policies and guidelines as any City employee or public official. (3) City computer hardware and software will be installed, configured and supported by the City Manager's Office, Information Technology Division only. (4) All Users shall respect copyright and license agreements and shall not distribute or download programs or materials without the legal right to do so. (5) Any City-owned computer systems provided to or used by employees and public of- ficials of the City should be returned to the City Manager's Office immediately upon request. (c) Unacceptable Uses. City computer systems shall not be used for: (1) Personal gain or political activity. (2) Outside business activities, fundraising, or charitable activity without the express au- thorization of the City Manager. (3) Libelous, offensive, or harassing statements, documents or images, including dispar- agement of others based on their race, national origin, sex, sexual orientation, age, disability, religious or political beliefs. Department Responsible for Revision: City Clerk Chapter 1.11 02/06/2012 Page 2