Councillors' Electronic Mail and Internet Access Policy

Transcription

1 Councillors' Electronic Mail and Internet Access Policy

2 Councillors Electronic Mail and Internet Access Policy (Version 1.3) Page 2 of 6 Document Control Council policy documents change from time to time and it is recommended that you consult the electronic reference copy at to ensure that you have the current version. Alternatively you may contact Customer Service on Responsible Department Information Technology This version includes all amendments and administrative updates to 31 October Electronic reference library version 1.3 Preamble In accordance with a resolution of Council on 21 June 2005 to include definitions of Council, Councillors and Council officers in all Council policy documents, the following definitions are provided: Council means Casey City Council, being a body corporate constituted as a municipal Council under the Local Government Act 1989 Councillors means the individuals holding the office of a member of Casey City Council Council officers means the Chief Executive Officer and staff of Council appointed by the Chief Executive Officer.

3 Councillors Electronic Mail and Internet Access Policy (Version 1.3) Page 3 of 6 1. Purpose This Policy outlines information for the proper use of Council electronic mail ( ) and Internet access for the City of Casey by Councillors. 2. Scope This Policy applies to Councillors with regard to the use of and internet access for Council business. 3. Context and Internet access are made available to Casey City Council Councillors as an essential part of the conduct of Council business. 4. Policy 4.1 General Use and Internet access via the City of Casey IT Network is provided primarily for the purpose of Council business communications. All Casey IT Network Users are required to be responsible and ethical in the use of the and Internet access, particularly in regard to subject matter viewed and time spent using both of these business tools. Access must be consistent with all relevant laws, regulations, policies, and practices regulating: Copyright and patent materials. Equal Employment Opportunity and Anti-Discrimination legislation including discriminatory speech, advocacy, harassment, posting of illicit and offensive materials, particularly those that are sexual in nature. False, inaccurate and defamatory information or details which are subject to libel laws where prosecutions can be made against individuals and the Council. Disclaimers will not protect individuals or the City of Casey from legal action. All on the Casey Network and the Casey address is the property of Council. Access will be withdrawn and the address discontinued when term of office ceases. 4.2 Personal Use The incidental and occasional personal use of and Internet access by City of Casey Network users is permitted as long as such use is not for an individual s personal commercial purposes, and does not contravene any relevant laws, regulations, policies, and practices as described above. 4.3 When to Use When providing or confirming instructions or information to internal staff and external business customers. is not designed to be a communication tool that replaces the telephone or face-to-face contact with others. In order to maintain an effective and successful working partnership it is expected that everyone will engage in communications over the telephone or in person and not rely solely on . The telephone and

4 Councillors Electronic Mail and Internet Access Policy (Version 1.3) Page 4 of 6 face-to-face contact should remain the primary methods of personal communication between councillors, staff and external community/customers Storage is not designed for the long-term storage of messages or attachments: messages are electronic records and when related to official Council business activity they should be forwarded to the internal address Records Registry to enable appropriate filing/recording into the Records Information Management System (for further information refer to the Casey Records Management Procedure and Information Guide or contact the Information Management Department). accounts have limits set to protect overload of the available network storage if the limit is exceeded accounts will disable automatically. users should routinely clear all old inward and sent messages from their mailbox and empty the deleted items folder. Attachments should be saved in a separate directory and deleted from the system. 4.5 Protocol and Etiquette During the development and distribution of s the following protocol and etiquette should be followed: Once is sent, there is no way to cancel it - think carefully about both the content and who is to receive the before sending. Do not send or copy unnecessarily to others. Do not expect others to respond to immediately; you should be conscious of the fact that others may be absent from the office or have other business commitments. If your is important you should follow up with a telephone call advising the intended receiver of the important nature of the . Do not use all capitals in messages as this can be read as "SHOUTING". Don t use sarcasm and humour in , they can be very easily misunderstood as being a form of harassment- As a general rule - If in doubt, don t send it! Do not send confidential information over the Internet as it is considered to be an unstable and insecure public domain environment where such information can be intercepted and read by others - The Internet is not considered to be 100% secure. Avoid sending large file attachments, logos or pictures as these have an impact on the operations of the system and the network, and are often the cause of viruses. Prior to downloading any software (executable files) from the Internet or from attachments, authorisation from the Information Technology Department is required to confirm adherence to copyright and licensing laws and avoid virus infection and incompatibility or conflict with Corporate Network applications.

5 Councillors Electronic Mail and Internet Access Policy (Version 1.3) Page 5 of 6 5. Administrative updates It is recognised that, from time to time, circumstances may change leading to the need for minor administrative changes to this document. Where an update does not materially alter this document, such a change may be made administratively. Examples include a change to the name of a Council department, a change to the name of a Federal or State Government department, and a minor update to legislation which does not have a material impact. However, any change or update which materially alters this document must be by resolution of Council. 6. Review The next biennial review of this document is scheduled for completion by 31 October Breaches Breaches of this policy will be dealt with in accordance with the Councillors Code of Conduct. G:\Organisational Strategy Projects\Policy Documents\Council adopted\councillors' Electronic Mail and Internet Access Policy (Version 1.3).doc

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