read and reviewed the Internet Policies and Guidelines on
the use of the
City's Information and Data Systems including
Internet and Electronic Mail Use. By signing
this form, I
agree to abide by the policies and guideline currently in
place and I agree to
review periodically any changes or
modifications. I recognize that the law and associated
policy regarding the use of Internet, electronic mail and
the City's information systems
are continually evolving.
Therefore, I understand that my regular review of policy is
required. I understand updates to the policies and
guidelines will be available on the
City's main Web page.
I understand that there is no right of privacy
assigned to the City's Information and data systems
including Internet and electronic mail.
I understand that violation of these policies
and guidelines may result in disciplinary
but not limited to, termination.
included in employee's personnel file.)
Adoption: May 14, 1999
ADOPTION: JUNE 7, 1999
AND GUIDELINES ON THE USE OF CITY INFORMATION SYSTEMS
INCLUDING INTERNET AND ELECTRONIC MAIL
of Elberton ("City") is making every effort to provide its
employees with the best technology available to conduct the
City's official business. In this regard, the City has
at substantial expense, equipment such as
computers and advanced technological systems such
electronic mail (e-mail) for use to conduct its official
business. This document was created to advise all users
regarding the access to and the disclosure of information
created, transmitted, received and stored via the use of the
Internet, e-mail, and other computer systems (collectively
referred to as the "City information and data systems").
The City's policy regarding the use of the information and
data systems including Internet and e-mail is, among other
things, intended to guide you in the performance of your
duties as a City employee.
also intended to place you on notice that you should not
expect information and data including the Internet and
e-mail in your possession or those that you use from time to
time, and their contents, to be confidential or private.
All data, including any that is stored or data printed as a
document is subject to audit and review. THERE IS NO
EXPECTATION OF PERSONAL PRIVACY
IN THE USE OF THE CITY'S
INFORMATION AND DATA SYSTEMS INCLUDING INTERNET AND E-MAIL.
Accordingly, the City reserves the right to monitor Internet
use, all e-mail, and other computer transmissions, as well
as any stored information, created or received by City
employees with the City's information and data systems. The
reservation of this right is to ensure that public resources
are not being wasted and to ensure that the City's
information systems are operating as efficiently as possible
in order to protect the public interest. All computer
applications, programs, work related information and data
created or stored by employees on City's information systems
is property of the City.
of public resources for personal gain and/or private use,
such as but not limited to, outside employment or for
political campaign purposes, by City employees, is
prohibited and punishable by disciplinary action which may
include termination and/or criminal prosecution depending
on the nature and severity of the transgression. Incidental
personal use may be permitted with the
consent of your department head and the City Manager. The
term public resource as used in this policy includes not
only the unauthorized use of equipment, hardware, software
or other tangible articles, but also the employee time
engaging in the unauthorized use while on duty. Georgia
Open Records Act,
Government Code Section 50 18 70 G, et seq
requires the City to make all public records
inspection and to provide copies upon request. A public
record is any writing (which includes electronic documents)
relating to the conduct of the public's business prepared,
owned, used, or retained by the City. The Georgia Open
Records Act (GORA) includes a number of exceptions from the
disclosure requirement, but any information on the City's
information system may be subject to disclosure under the
Georgia Open Records Act (GORA). If there is some doubt, the
employee should contact his or her department management for
advice as to whether the information is a public record.
document addresses general Citywide information and data
systems policies, specific issues related to appropriate
content and use of departmental pages, and employee use of
the Internet and e-mail. All departments and employees are
required to follow these general policies and guidelines.
Specific departments may have unique requirements and are
encouraged to develop policies to cover those issues which
should be approved by the City Manager and be kept on file
by the City Clerk. The law and associated policy regarding
the use of information and data systems especially Internet,
e-mail and voice mail are continually evolving. Accordingly,
review of the policies and guidelines will occur with
regularity, and changes shall be made as required.
department head is responsible for their respective
employees use of information and data systems including
Internet and e-mail and for the contents of their
department's information presented using these systems.
Employees with access to information and data systems
including e-mail and/or the Internet are required to read,
understand and abide by the City's policies.
INTERNET-GENERAL POLICY (IN ADDITION TO THE OVERALL POLICY)
of Elberton (City) encourages its departments to use the
Internet to disseminate information to the public and its
employees (collectively called "users") to improve
communications with the public, and to carry out official
business when such business can be accomplished consistent
with the following Internet policies and guideline: (1) Use
the Internet to accomplish official City business consistent
with the City's mission, (2) City business conducted via
the Internet shall comply with all statutory requirements as
well as standards for integrity, accountability, and legal
sufficiency, and (3) City business conducted via the
Internet should meet or exceed the standards of performance
for traditional methods (such as meetings, use of telephone,
to use the Internet
Departments should base decisions to use the Internet on
sound business practices. The conduct of business via the
Internet is particularly compelling where costs are reduced
and/or the services provided to the City's constituents are
improved in measurable ways.
Information and services presented via the Internet should
emphasize ease of use to reach the broadest audience and
impart a friendly manner which would include clear choices,
easy navigation, on-screen instruction, etc.
Disseminate information that is current, accurate, complete,
and consistent with City policy. Information released via
the Internet is subject to the same official City policies
for the release of information via other media (such as
printed documents), so that the information disclosed avoids
potential problems with copyrights, trademarks, and trade
secrets. Information accuracy is particularly important on
the Internet. Where paper-based information is often not
current, information presented electronically is much easier
to keep current. Constituents expect this information to be
not only current but often to be the first available.
confidential and proprietary information entrusted to the
City. Questions regarding confidential or proprietary
information should be directed to the City Manager or
his/her designee. City management has the right to monitor
and log all transactions in or out of the system. There is
no guarantee of privacy.
Internet to promote a professional image for the City.
resources are made available to City employees to support
and promote official City business. It is inappropriate for
employees to use these resources for personal use, private
gain, to state as "city positions" those which are not
officially endorsed by the City through official channels,
illegal purposes, or for inappropriate use as defined in
these policies and guidelines. The department heads will be
held responsible for the content of their departments' Web
sites, for ensuring that the information provided relates to
their department's official duties and responsibilities, and
that its use is for official and not for personal purposes.
Accordingly, all City departments should conduct all
existing City business using the above policies.
EMPLOYEE'S SPECIFIC INTERNET USAGE POLICY (IN ADDITION TO
THE OVERALL POLICY
following rules require strict adherence. Any infraction
thereof could result in disciplinary action. Disciplinary
actions range from verbal warnings to termination as
determined by management.
of Internet is restricted to "official City business".
Personal use of or time
spent for personal gain is strictly
prohibited. Authorization for Internet access must be
obtained through your department. Once authorization is
approved you are responsible for the security of your
account password and you will be held responsible for all
use or misuse of your account. You must maintain secure
passwords and never use an account assigned to another user.
is the unauthorized attempt or entry into any other
computer. Never make an unauthorized attempt to enter any
computer. Such an action is a violation of the Federal
Electronic Communications Privacy Act (ECPA) 18 U.S.C. §
2510. Sending threatening, slanderous, racially and/or
sexually harassing messages, sending or receiving sexually
explicit pictures and text is strictly prohibited.
representation of yourself as someone else, real or
fictional, or a message sent anonymously is prohibited.
Never copy or transfer electronic files without permission.
Downloading a file from the Internet can bring viruses with
it. Scan all downloaded files with City standard virus
prevention software. Never send, post or provide access to
any confidential City materials or information.
all data and software is subject to the Federal copyright
laws. Care should be exercised whenever accessing or copying
any information that does not belong to you. Software that
requires purchase or reimbursement for its use, such as
shareware, requires strict adherence to the terms and
conditions specified by the owner unless written permission
for unrestricted use has been obtained. When in doubt
consult your department head or his/her designee.
obligated to cooperate with any investigation regarding the
use of your computer equipment and which your department
head has authorized. Chain letters are illegal and may not
be transmitted through e-mail. E-mail requires extensive
network capacity. Sending unnecessary e-mail, or not
exercising constraint when sending very large files, or
sending to a large number of recipients consumes network
resources that are needed for critical City business. When
the City grants an individual employee access to the
network, it is the responsibility of the employee to be
cognizant and respectful of network resources.
EMPLOYEE'S INTERNET USAGE GUIDELINES
are using information from an Internet site for strategic
City business decisions,
you should verify the integrity of
that information. You should verify whether the site is
on a regular basis (the lack of revision date might
indicate out-of-date information) and that it is a valid
provider of the information you are seeking. Just because
it is there does not mean that it is accurate or valid. The
City has no control or responsibility for content on an
external server not under the control of the City Of
Elberton. Information may be offensive and/or unsuitable
Electronic Mail (E-mail)
THE INTERNET IS NOT SECURE. Never include in an e-mail
message anything that you want to keep private and
confidential because e-mail is sent unencrypted and is
easily read. Management has the right to access all e-mail
files created, received or stored on the City's systems and
such files can be accessed without prior notification.
careful if you send anything but plain ASCII text as e-mail.
Recipients may not have the ability to translate other
documents, for example Word or Word Perfect documents, or
encoding in UUENCODE or MIME. Be careful when sending
replies - make sure you are sending to a group when you want
to send to a group, and to an individual when you want to
send to an individual. It is best to address directly to a sender(s). Check carefully, the "To" and "From" before
sending mail. It can prevent unintentional errors.
signature (an identifier that automatically appends to your
e-mail message) that contains the method(s) by which others
can contact you. (Usually your e-mail address, phone
number, fax number, etc.)
important items, let senders know you have received their
e-mail, even if you cannot respond in depth immediately.
They need to know their e-mail is not lost.
punctuation and spelling. It can reflect on your
professionalism. Use automatic checking programs if
Mailing Lists and Usenet News Groups
disclaim speaking for the City of Elberton unless you have
authority to do so. Note that if you use the City Of
Elberton's system to post an article, the City's name is
along with what you post in (at least) the headers.
The "standard" disclaimers attached to many articles are
meaningless if the reader finds the article offensive.
to change your mailing address if your account changes. Do
not simply forward your e-mail from your old account to your
new one. This creates a burden on the City 's information
systems. Be careful when using auto-reply features in e-mail
when you belong to mailing lists. Auto-reply replies are
often sent to the entire list indiscriminately and your
reply may not be important to all on the list; e.g. most do
not care that you are on vacation, and worse, your message
may have been intended for only one recipient.
As a new
member of a news group, monitor the messages for a while to
understand the history and personality of the group. Jumping
right into the discussion may make you look foolish if you
lack background information. Do not re-post any messages
without permission. Even messages may have copyright
post personal messages to a mailing list or USENET news
group. If you survey the group, as a courtesy, post a
summary of the results. Be sure to properly acknowledge
with quotations any material borrowed from others. Be
careful of plagiarism. Do not post any messages
anonymously. The professional community views this practice
as bad form.
matter of policy the USENET community and system managers
are asked to track down offenders. Be careful when you
re-post any requests. Some requests are fraudulent. State
the subject of your message clearly in the subject line.
Before joining mailing lists and news groups give thought to
how much time these activities require. Also, for Usenet,
look at the “news.announce.newusers” group. It contains
information to assist you. Be sure to read the Frequently
Asked Questions (FAQs) for your group(s). Never send angry
messages (flames). If you receive a "flame", do not over
react. Remember that not everyone is as polite as you are.
-- These guidelines cover use of FTP (or download) sites. Do
not FTP to any system on which you do not have an account,
or which does not advertise anonymous FTP services.
Downloaded files may contain viruses. Scan all downloaded
files with the City's
standard virus prevention software.
Observe working hours or posted hours for FTP sites. Most
sites request that you do not FTP between their local hours
of 8 am-5 pm. Do not FTP during your site's prime hours due
to network impact on other users.
locally before downloading a file from a geographically
remote site. Your system manager can help you find the
closest site. Do not download on the off chance you will
"need it someday.'' Conversely, do not search for "neat
stuff" to FTP. If you discover that you do not
you have downloaded, delete it. You can always get it again
if you discover you need it later. Observe any posted
restrictions on the FTP server. Login using your real user
name and node address as your password on anonymous FTP
-- These guidelines cover the use of TELNET. Do not TELNET
to machines on which you have no account, or where there is
no guest account. Do not attempt to TELNET deliberately into
anonymous FTP servers. When you TELNET observe any posted
restrictions. Do not attempt to TELNET into ports without
cognizant of system etiquette. The computer you use may
have limits regarding disk space usage. E-mail takes up
space; therefore, you should regularly delete and/or archive
any messages you wish to save. Remember that the recipient
is a person with feelings. Since they cannot see you, they
may not know when you are joking. Be sure to include visual
or verbal clues. Convention indicates the use of the smiley
face. :) (Look sideways).
SEND MESSAGES ALL IN CAPITALS. It looks as if you are
shouting. Use initial capitals or some other symbol for
emphasis. For example: That IS what I meant. That *is*
what I meant. Remember that some people have to pay for
each byte of data they receive. Please keep messages to the
point without appearing terse or rude.
A domain name is the way to identify and locate an address
on the Internet. The domain name, also called the fully
qualified domain name or FQDN, is a computer's name in text
form, for example: “ci.la.ca.us”. The domain name is used
to send e-mail, make FTP requests, etc. Before any message
is sent on the Internet, the domain name is converted
internally to a numerical address, an Internet protocol
address, which is the what computers on the Internet deal
Electronic Mail (e-mail) may include non-interactive
communication of text, data, images or voice messages
between a sender and designated recipient(s) by systems
utilizing telecommunications links. It may also include
correspondence transmitted and stored electronically using
software facilities called "e-mail"," "facsimile", or
"messaging" system; or voice messages transmitted and stored
for later retrieval from a computer system.
file transfer protocol; a program that allows you to
transfer data between different computers on a network.
Recommendations derived from experience and which should be
Attempting to break into another system on which you have no
account or authorization.
a worldwide network of networks, connecting informational
networks communicating through a common communications
language, or "protocol".
A service that sends e-mail to everyone on a list whenever
e-mail is sent to the service, permitting a group of users
to exchange e-mail on a particular topic.
A protocol that lets Internet users attach non-text files to
e-mail messages. Stands for Multipurpose Internet Mail
Extension, lets users send mail in any format including
graphic images, formatted documents, and audio, video and
compressed data files.
A combination of "network" and "etiquette". It is the
practice of good manners in a networked environment.
Discussion groups with common themes on USENET.
Policy: Primary objectives of the City of Elberton as
contained in this document.
Departmental directions or instructions describing how to
achieve policy. Mandatory statement of direction.
A program that allows remote login to another computer.
Transmission Control Protocol/Internet Protocol; the
communication protocol used by computers connected to the
A collection of computer discussion (news) groups.
The public and City employees.
A utility that converts binary files on PC into ASCII files.
Stands for Unix-to-Unix Encode and was first developed for
use with UNIX computers.
Any private person or business enterprise.