E-mail or electronic mail is an important communication tool for our
organization. The use of e-mail needs to be encouraged and controlled. Instant
messaging is a form of computer communications growing in popularity. All
the policies for e-mail apply to instant messaging.
A. E-mail on Village machines, or on Village time, should
be limited to Village business.
B. Personal use will be acceptable only under the following
circumstances: If you receive a personal e-mail you can briefly read the message
just as you might receive a personal phone call while on the job. A very brief
reply will also be acceptable. However, drafting lengthy replies, receiving
numerous personal messages, or drafting numerous personal messages must be
done on your own time. This means during your break time, lunchtime, or before
or after normal working hours as is acceptable with your supervisor. Excessive
forwarding of jokes, trivial messages, and chain messages is also prohibited.
C. You may access and use the Village e-mail from home or
outside the office to the extent authorized by the Village Administrator.
However, use of the Village e-mail from home or outside the office is to be
done only in accordance with these policies.
D. The following personal e-mail uses are strictly forbidden
on the Village e-mail system at all times:
(2) Profit-making activities, including the sale of personal
items.
(4) Any other organizational or agency mailings not directly
related to Village business.
E. E-mail is not a private and confidential form of communication;
the Internet is not a secure medium of communication. Messages can be intercepted
by internal or external sources. If you desire to transmit confidential communications
or sensitive information, do not use the Internet or e-mail.
F. Any information residing on a Village computer is subject
to the Freedom of Information Act (FOIA).
G. If you do not recognize the name of an e-mail sender
use caution; be suspicious of unsolicited messages. Call or e-mail the Village
Administrator or your supervisor if you have questions. If you do not know
the source of the e-mail:
(1) Don't open unsolicited attachments or those received
from strangers.
(2) Don't launch (click on) URL's provided from unsolicited
e-mails.
(3) Don't download executable files from unknown sources
(for example, *.exe).
(4) Don't forward chain letters.
The following are prohibited uses:
A. Intentionally downloading, accessing, viewing, posting
or transmitting information that is abusive, offensive, harassing, threatens
violence, or that discriminates on the basis of race, color, religion, sex,
national origin, age or disability.
B. Intentionally accessing, viewing, posting or transmitting
sexually explicit material from the Internet. Sexually explicit material includes
any description of or any picture, photograph, drawing, motion-picture film,
digital image or similar visual representation depicting nudity, sexual excitement,
or sexual conduct of any kind.
C. Operating a business, soliciting money, product advertising,
or conducting transactions for personal gain or profit, or gambling.
D. Arranging for the sale or purchase of illegal drugs,
alcohol or firearms.
E. Communication with elected representatives or public
or political organizations to express opinions on political issues outside
of work-related communications. This can be misinterpreted as an official
Village opinion on such issues.
F. Solicitation for non-Village-sponsored organizations
or functions.
G. Violation of copyright laws.
H. Confidential information such as criminal records, juvenile
records, personnel records, etc.
I. Intentionally creating a computer virus.
J. Unauthorized hacking or fraudulent activities.