City of Anaheim Administrative Regulation
CHAPTER 4 - CITY PROPERTY
Subject: Use Of Office Communication A.R. 410
Equipment Issue Date: Mar. 15, 1993
Revised: July 22, 1998
Page (1) of (3)
Purpose:
To provide guidelines for the use of various City communications equipment and software, accessed either from your office or any other location, the following regulation is established.
Procedures:
The term “communications equipment and software” as used in this regulation shall mean any office equipment and/or software used as a basis for communication including, but not limited to, telephone (including voicemail), fax machine, copy machine, office automation equipment (computer terminals or personal computers, including laptops) and communications software applications such as electronic mail and access to the Internet.
The use of all City communications equipment is restricted to official City business purposes only. (The term “City Business Purposes” is meant to include the use of said communications equipment by clients/citizens participating in programs created or provided through City auspices.)
Executive Managers may authorize the use of City communications equipment to send information from management to employees or, on an exception basis, from recognized employee organizations to employees they represent to inform them of meetings, happenings, or events of general or special interest. Under no circumstances shall City communications equipment be used for any commercial promotional purpose, to conduct personal business, or to conduct employee organization business. Prohibited uses of communication equipment and software include but are not limited to:
Political activities
Religious activities
Illegal activities
Unauthorized access to systems, software or data
Threats
Harassments
Defamation and
to access to, or communication of, material or graphic images which are abusive, threatening, obscene or profane
City of Anaheim Administrative Regulation 410
Page (2) of (3)
Personal Use of Communications Equipment:
Notwithstanding the foregoing prohibition, personal use of communications equipment shall be permitted provided such use is limited to occasions where reasonably necessary, and such use does not interfere with the duties of the employee or the operations of the department. Employees shall reimburse the City for personal use of communications equipment in accordance with the practice established in their department.
No Expectation of Privacy for Voice and Electronic Mail:
The City does not randomly nor routinely monitor or intercept electronic communications (voicemail, e-mail and Internet access) nor is any City officer, employee agent or representative authorized to monitor or intercept any electronic communications except under the following circumstances and for the following purposes:
1. Any activity necessary to the provision of service including, without limitation, the maintenance or repair of any communications equipment or software, the retrieval of lost messages, or for the protection of the rights and property of the City;
2. Assistance to persons or entities authorized by law to intercept electronic communication or to conduct electronic surveillance provided the City is provided with or obtains a court order or other lawful authorization therefore;
3. Person is a party to the communication or one of the parties to the communication has given prior consent to such interception.
4. The electronic communication intercepted is made through an electronic communication system which is configured so that the electronic communication is readily accessible to the public.
5. The logging of statistical information concerning the use of or activity upon any electronic communication system including, without limitation, Internet use statistics and access information for individual users which statistical information may be compiled and forwarded for management review.
6. Monitoring of communications with the public to assure the quality of public service.
7. Any other purpose as authorized by any provision of law.
Consequently, no voicemail, e-mail or Internet communication should be regarded as personal, private or confidential.
City of Anaheim Administrative Regulation 410
Page (3) of (3)
Violations:
Misuse of City communications equipment and software is a violation of this regulation and will result in disciplinary action up to and including dismissal from employment.
Public Records:
Under some circumstances, communications sent by e-mail or voicemail may be subject to public disclosure under the Public Records Act or by litigation. See AMC Section
1.10.070 regarding electronic communications.
Responsibility
This regulation applies to anyone using or accessing the City of Anaheim’s communication equipment.
Attachments: None