[Added 9-1-2009]
A. 
The purpose of a policy on Internet use is not to impose restrictions that are contrary to City of Union City's established culture of openness, trust, and integrity but rather to protect City of Union City's employees, partners, and the government from illegal or damaging actions by individuals, either knowingly or unknowingly. Internet/Intranet/Extranet-related systems, including but not limited to computer equipment, software, operating systems, storage media, network accounts providing electronic mail, World Wide Web browsing, and FTP are the property of City of Union City. These systems are to be used for business purposes in serving the interests of the City, and for our residents in the course of normal operations. Recognizing that the Internet/Intranet/Extranet-related systems are the property of the City, employees do not have any expectation of or right to privacy with regard to the use of the systems.
B. 
Effective security is a team effort involving the participation and support of City of Union City employees and affiliates who deal with information and/or information systems. While this policy defines how City employees can and can not use City electronic resources, it can not cover every conceivable situation. Consequently, common sense and professional courtesy will still be required. It is the responsibility of every computer user to know these guidelines and to conduct their activities accordingly.
C. 
Additionally, electronic communications may be considered government records within the meaning of the Open Public Records Act, N.J.S.A. 47:1A-1 et seq. (hereinafter "OPRA") and further may be considered public records within the meaning of the Destruction of Public Records Law of (1953), N.J.S.A. 47:3-15 et seq. (hereinafter "DPRL") Accordingly, like paper documents, electronic communications must be retained and destroyed according to established records management procedures.
D. 
The principal purpose of electronic mail (e-mail) and access to the Internet is for City of Union City business communications, as set forth at length in the Policy on Internet Usage, and all computer equipment (and associated hardware and software) are the property of City of Union City. Occasional personal use is permitted when necessary; however, any and all e-mail communications sent or received on a City computer, whether using a City or personal (including password protected and web-based accounts) e-mail address, are considered part of the City's business records and may not be considered to be private or confidential. All Internet activity on City computers, including e-mail communications, are subject to periodic backup programs. As a result, all such information may be stored on the City's server backup system.
[Added 10-19-2010]
E. 
Electronic communications with doctors, lawyers, therapists, accountants, etc., which take place using a City computer, whether using a City e-mail account or a personal, password protected, web-based e-mail account, may not be privileged, private or confidential.
[Added 10-19-2010]
F. 
The City of Union City reserves the right to review and access all material on the City's media systems, including Internet sites viewed and personal web-based e-mail accounts accessed on a City computer, and computers, including hard drives and server backup systems, at any time.
[Added 10-19-2010]
This policy provides rules and guidelines for the proper use of the Internet, Intranet, Extranet, e-mail, fax machines, and computers. It applies to employees, contractors, consultants, temporaries, and other workers using City of Union City Internet or computers, including all personnel affiliated with third parties. It also applies to all electronic resources owned or leased by City of Union City. The intent is to prevent wasteful use of the City's electronic resources, lost time, and inappropriate behavior. It also covers the actions required of staff to enable compliance with data protection regulations, avoidance of computer fraud, security breaches, or software piracy. This policy is also intended to implement retention policies consistent with the State of New Jersey Division of Archives and Records Management guidelines and best practices for managing electronic mail.
A. 
It is the intent of City of Union City to provide high-quality computing facilities to its authorized users. This will allow the City of Union City to:
(1) 
Maintain its access to available local, national, and international information;
(2) 
Provide an environment that encourages both the sharing of information and the acquisition of knowledge; and
(3) 
Provide our residents with rapid access to information.
B. 
Each computer owned by the City is a business tool. As such, responsible employees are accountable for the condition of that tool and for abiding by the computing provisions set forth by the City.
C. 
City of Union City via the policy and any other instruction shall approve all City of Union City employees use of the internet and e-mail.
D. 
The City network (local and wide are networks including phones, fax machines, switches, routers, hubs, and other connected equipment) may be used only for lawful purposes. Transmission, distribution, or storage of any material in violation of any applicable law or regulation is prohibited. This includes, without limitation, material protected by copyright, trademark, trade secret or other intellectual property right used without proper authorization.
E. 
Unauthorized copying of copyrighted material including, but not limited to, digitization and distribution of photographs from magazines, books or other copyrighted sources, copyrighted music, and the installation of any copyrighted software for which City of Union City or the end user does not have an active license is strictly prohibited.
F. 
The City retains the copyright to any material created by employees in the course of their official duties. Copyrighted materials belonging to entities other than the City may not be transmitted by an employee on the City Internet or e-mail systems except with permission or as a single copy for reference only.
G. 
Related questions should be directed first to your supervisor and then, if necessary, to the IT Agent.
H. 
Note: The terms Internet, Intranet (internal City Internet for employee use only), and Extranet (business-to-business Internet interface between the City and a business partner) are interchangeable. Any rule applying to one, likewise, applies to the other.
A. 
Employees are responsible for ensuring business critical electronic data/information is backed up and available only to authorized personnel.
B. 
Employees must use extreme caution when opening e-mail attachments received from unknown senders, which may contain viruses, worms, e-mail bombs, or Trojan horse code.
C. 
Sharing user names/logon IDs and passwords (network, Windows, application, etc.) without supervisor permission (emergency basis only) is forbidden.
D. 
Data stored on network server drives are automatically backed up by IT on a daily basis. Lost or damaged files may be restored by contacting IT. If you store information on your personal computer, you (not IT) have assumed data backup and recovery responsibility.
E. 
All PCs, laptops and workstations must be secured with a password-protected screensaver with the automatic activation feature set at 10 minutes or less, or by logging off when the host will be unattended.
F. 
Individual users shall be held accountable for knowledgeable use of their account by others. This includes family and other household members when work is being done at home.
Use of the Internet or electronic mail for the following purposes is strictly prohibited:
A. 
Executing any form of network monitoring which will intercept data not intended for the employee's host, unless this activity is a part of the employee's normal job/duty.
B. 
Circumventing user authentication or security of any host, network, or account.
C. 
Using any program/script/command, or sending messages of any kind, with the intent to interfere with or disable a user's terminal session, via any means, locally or via the Internet/Intranet/Extranet.
D. 
Engaging in activities commonly call "hacking" or "cracking." Examples:
(1) 
Password sniffing (includes dictionary and brute force password cracking attacks).
(2) 
Data manipulation or vandalizing of web pages.
(3) 
Eavesdropping on network traffic.
(4) 
Scanning for computer/network vulnerabilities without authorization.
(5) 
Networking sniffing.
(6) 
Pinged floods.
(7) 
Packet spoofing.
(8) 
Forged routing information for malicious purposes.
(9) 
Intentionally launching denial-of-service attacks on any computer system.
E. 
Snooping in other individual's e-mail or using masquerading techniques. Example: Sending e-mail from a mailbox other than the employee's own, in order to disguise one's identity.
F. 
Engaging in anonymous activity to avoid being identified in network security systems. Internet accounts shall be accessed only by the authorized owner (or his/her designee) of the account.
G. 
Interfering with or disrupting network users, services, or equipment. Examples:
(1) 
Introduction of malicious programs into the network or server (viruses, worms, Trojan horses, e-mail bombs, etc.).
(2) 
Downloading images, audio files, and/or video files unless they relate to an explicit business purpose.
H. 
Connecting a network hardware device (workstations, printers, scanners, wireless, etc.) to the network without the approval of IT. IT is responsible for monitoring, tracking, maintaining, and troubleshooting all network devices.
I. 
Allowing a modem/router to be connected to or installed on a network computer. Modem use must be approved by IT and will be installed only on computers which have no physical connection to the network. This is necessary for preventing potential third parties from compromising network security through a back door.
J. 
Interrupting or disabling the automatic downloading of antivirus software, software patches, or other IT-approved administrative software.
K. 
Disabling the automatic execution of IT-approved software including, but not limited to, antivirus software.
L. 
Any other activity that the user knows or should know is inconsistent with City business and for the security of the City computers.
A. 
Approved software must be licensed by the original manufacturer prior to being installed.
B. 
Screen savers may be installed when approved by IT.
C. 
Nonsystem wallpapers, e.g., family pictures, are permitted to be installed, provided that there are no copyright infringements.
D. 
Instant messaging software must be approved by IT.
E. 
Playing computer games, including those built into the Windows operating system, is prohibited.
F. 
Software that is not part of the City standard suite of software may not be loaded onto a government computer unless the software has been approved in advance in writing by IT.
Use of the Internet or electronic mail for the following purposes is strictly prohibited:
A. 
Accessing Internet sites with sexually explicit or hate material.
B. 
Transmitting threatening, obscene, harassing, discriminatory, or sexually explicit materials.
C. 
Accessing gambling sites.
D. 
Sending or forwarding chain letters. These are e-mails which either ask you to forward them on to all your friends (or to everyone you know) or which state that something bad will happen if you do not forward them. E-mails of this type, which are usually warning about something (example: computer viruses) are almost certainly hoaxes.
E. 
Advertising, soliciting, or selling commercial items.
F. 
Advertising, soliciting, or selling personal items.
G. 
Conducting personal or commercial business for profit.
H. 
Engaging in non-City sanctioned fund-raising.
I. 
Engaging in political activities prohibited by law.
J. 
Releasing proprietary data or information to unauthorized persons.
K. 
Auto-forwarding e-mail messages to a commercial e-mail account.
L. 
Participating in message boards about the City.
M. 
Sending messages to large groups of people without prior management approval.
N. 
Providing information about, or lists of, City employees to parties outside City of Union City without the Business Administrator's approval.
O. 
Using e-mail resulting in inadvertent commitment of the City to a contract or agreement if it appears to the other party that you have authority to do so. E-mails sent to external stakeholders must include the following disclaimer:
"This transmission is confidential and may be legally privileged. If you are not the intended recipient, please notify the sender by return e-mail and delete this message from your system. The City of Union City reserves the right to monitor e-mail communication. No contract may be concluded on behalf of the City of Union City by e-mail. If the content of this e-mail does not relate to the business of the City of Union City, then we do not endorse it and will accept no liability."
P. 
Using personal e-mail accounts for City of Union City business purposes.
Q. 
Using Instant messaging on City computers unless the use is specifically approved by the appropriate director of the employee's department.
R. 
Accessing chat rooms unless specifically approved in advance for each occasion by the employee's supervisor.
A. 
Do not send offensive jokes, frivolous messages, or anything which may be construed as discriminatory or harassing in nature.
B. 
Since the confidentiality of e-mail mail cannot be assured, do not type anything you don't want repeated. Do not try to carry out confidential or sensitive tasks or air controversial views on e-mail. Ask yourself: Would I want a member of the public or a jury to read this message? Remember that all e-mails (even deleted ones) are saved and usually can be retrieved.
C. 
Respect privacy and consider this aspect before forwarding messages.
D. 
Be polite. E-mails can often seem abrupt, even when this is not the intention. Use professional courtesy and discretion. The use of all uppercase text in either the subject or the body of an e-mail should also be avoided as this is deemed to be the e-mail equivalent of shouting.
E. 
Do not reply with history if it is not necessary especially if it incorporates a large attachment. Do not send greeting cards. Voluminous data files attached to e-mails increase network traffic congestion often resulting in overall response time degradation.
F. 
Use "reply all" and distribution lists with caution in order to keep the number of your messages to a minimum and reduce the risk of sending messages to the wrong people.
G. 
Check your e-mails regularly. Set the out-of-office flag and arrange for someone to deal with your e-mail if you are away for an extended period.
H. 
Messages should be clearly addressed "To" those from whom an action or response is expected; "cc" or "bcc" should be used for other recipients of the message. The use of "bcc" is not recommended since may consider this to come under the heading of "dirty pool."
I. 
Delete unwanted or unnecessary e-mail subject to the retention policy identified below.
J. 
Unsolicited e-mail, especially with an attachment, may contain a virus, if in doubt, delete the e-mail or contact the sender to check before opening.
K. 
Enter a meaningful "subject" field to help the reader anticipate the content correctly, and try to keep to one subject per message.
L. 
Don't use all or part of someone else's message without acknowledgement. Don't edit someone else's message without making it clear the changes that you have made and use good judgment when considering distributing other people's messages without permission.
M. 
Avoid subscribing to unnecessary mailing lists. Unsubscribe from mailing lists when they are no longer required.
N. 
Use discretion before selecting "request read receipt" or "request delivery receipt" options as this may unnecessarily increase network traffic thereby retarding overall response time. These options should be used by exception. They should not be system default selections.
O. 
Once a message is sent, there is no way to retrieve it. Check carefully that messages are addressed to the correct recipient(s) before sending.
A. 
The City reserves the right, to monitor, examine, copy, change, and/or delete without notice all of its systems configurations, as well as the files on those systems for such purposes as maintaining business continuity, responding to a complaint of computer abuse, such as harassment; or protecting City resources from unauthorized misuse.
B. 
The City neither guarantees against, nor shall it be responsible for, the destruction, corruption, or disclosure of personal material on or by its computer resources. Specifically, the City reserves the right to remove, replace, or reconfigure its computer resources without formal notice to employees (despite the fact that advance notice will normally be given).
C. 
If employees are maintaining personal files on City systems with appropriate permission, they are advised to locate such files in a root directory named "personal" to facilitate the identification and backup of those files.
A. 
E-mails which are not considered government records under OPRA or public records under DPRL may be deleted immediately from the computer system. They are as follows:
(1) 
Personal correspondence. Any e-mail not received or created in the course of City business may be deleted immediately, since it is not an official record. Examples of the type of messages that may be deleted are unsolicited e-mail advertisements, commonly called "SPAM," personal messages, or the "Let's do lunch" (not a City-business meeting over lunch) or "Can I catch a ride?" type of note. This provision is not intended and not shall not be interpreted to allow employees to create or receive personal correspondences.
(2) 
Nongovernmental publications. Publications, promotional material from vendors, and similar materials that are publicly available to anyone are not official records unless specifically incorporated into other official records. This includes LISTERV® messages (other than those you post in your official capacity), unsolicited promotional material, files copied or downloaded from Internet sites, etc. These items may be deleted immediately, or maintained in a "Non-Record" mailbox and deleted at a later time, just as you might trash unwanted publications or promotional flyers received in the mail. However, for example, if you justify the purchase of a "Zip Filing System" by incorporating the reviews you saved (from the "Files R Us LISTSERV®") in your proposal to your boss, those LISTSERV® messages become official records and must be retained in accordance with the retention schedule for purchasing proposals.
B. 
Transient documents are considered government records under OPRA or public records under DPRL and are to be retained as follows:
(1) 
Much of the communication via e-mail has a very limited administrative value. For instance, an e-mail message notifying employees of an upcoming meeting would only have value until the meeting has been attended or the employee receiving the message has marked the date and time in his/her calendar.
(2) 
Transient messages do not set policy, establish guidelines or procedures, certify a transaction or become a receipt. The informal tone of transitory messages might be compared to a communication that might take place during a telephone conversation or conversation in an office hallway. These types of records are transient documents and can be scheduled using the General Retention Schedules established by the State Records Committee. Transient documents include telephone messages (such as "While You Were Out" notes), drafts, and other documents that serve to convey information of temporary importance in lieu of oral communication. E-mail messages of a similar nature should be retained until they are no longer of administrative value and then destroyed.
C. 
Intermediate documents are considered government records under OPRA or public records under DPRL and are to be retained as follows:
(1) 
E-mail messages that have more significant administrative, legal and/or fiscal value but are not scheduled as transient or permanent should be categorized under other appropriate record series. These may include but are not limited to:
(a) 
General correspondence. Including correspondence from various individuals, companies, and organizations requesting information pertaining to agency and legal interpretations and other miscellaneous inquiries. This correspondence is informative; it does not attempt to influence agency policy.
(b) 
Internal correspondence. Including letters, memos, and requests for routine information; monthly and weekly reports; and documents advising supervisors of various events, issues, and status of ongoing projects.
(c) 
Minutes of agency staff meetings. Minutes and supporting records documenting internal policy decisions.
(2) 
Retention. These categories of e-mail should be retained for the appropriate period of time per the records retention schedules approved under the General Retention Schedules for the City.
D. 
Permanent documents are considered government records under OPRA or public records under DPRL and are to be retained as follows:
(1) 
E-mail messages that have significant administrative, legal and/or fiscal value and are scheduled as permanent also should be categorized under the appropriate record series. These may include but are not limited to:
(a) 
Executive correspondence.
[1] 
Correspondence of the head of an agency dealing with significant aspects of the administration of their offices. Correspondence includes information concerning agency policies, program, fiscal and personnel matters.
[2] 
Retention shall be three years, then, periodic review for transfer to archives in accordance with standards and protocols.
(b) 
Departmental policies and procedures.
[1] 
Includes published reports, unpublished substantive reports and policy studies.
[2] 
Retention. Retain until superseded, obsolete or replaced, then periodic review for transfer to archives in accordance with standards and protocols.
(c) 
Minutes of boards, commissions, etc. Including approved minutes of official bodies, attachments, and transmittal documents. This does not apply to drafts of minutes or minutes that have not been approved. Copies may be retained in electronic form, but retention of hard copy is required.
(2) 
Retention. Permanent, Periodic review for transfer to archives in accordance with standards and protocols.
E. 
Distribution lists are considered government records under OPRA or public records under DPRL and are to be retained as follows: If you send to a "distribution list" (not a LISTSERV®, but a specified list of individuals), you must also keep a copy of the members of that list for as long as you are required to keep the message itself. It is of little value to know that the "Security Alert" notice went to "SWAT Team 7," without knowing whether "Arnold S." received the message. Nicknames present a similar problem.