HomeMy WebLinkAboutE-MAIL POLICY - 2000
City of Santa Ana
Administrative
City Manager’s Authorization
Policies and Procedures
Section
Subject Date Number
Revised May 2000 IT-02
Electronic Mail
Objective
1.
To establish administrative regulations which standardize the Internet and Online
Services Usage policy for authorized users.
Purpose
2.
The Purpose of this policy is to define the acceptable uses for electronic mail.
Scope and Applicability
3.
The use of the City’s electronic mail system is a privilege, not a right, which may be
3.1
revoked at any time for unacceptable use.
The City reserves the right, for any reason, to remove a user’s access to the City’s
3.2
electronic mail system.
The authorized users of the City’s electronic mail system include all full-time and part-
3.3
time City employees, and those individuals authorized by an Executive Director.
The electronic mail system(s) is owned by the City of Santa Ana and the contents
3.4
thereof may be reviewed in the course of business without the consent of the sender or
recipient. All electronic mail, despite the designation of any message as “private,” in the
course of administrating the system or under other provisions of this policy may be
viewed without the consent of the sender or receiver as specified in Section 4.2.
This policy applies to electronic mail only and excludes electronic files that the City of
3.5
Santa Ana maintains in the regular course of business. Electronic mail. Whole or in
part, which is printed out or converted into computerized formats or other media, is
excluded from this policy.
Electronic mail sent globally throughout the organization must get prior approval by the
3.6
agencies Executive Director.
After the approval, sender forwards the electronic message along with the text
3.6.1
for the subject line to City Electronic Administrator with copy to Information
Services Manager.
The opening text of the electronic mail should state the following: “This e-mail
3.6.2
has been approved for the global distribution by the Executive Director of the
_________________ Agency.”
Flyers designed for the purpose of sharing special events outside the scope of
3.6.3
City goals must be kept to one page in dimension (8-1/2 x 11 sheet of paper)
and must be 500KB or less in size.
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Implementation
4.
4.1 Authorized Users
As required to perform City business, executive directors may authorize individuals, in
addition to full-time and part-time City employees, to participate in the City’s electronic
mail system(s). An executive director may sponsor an individual to access the City’s
electronic mail system(s) by completing and signing the Electronic Mail non-City
Participation Request form (see Attachment B) and submitting it to the electronic mail
administrator. Such authorizations are limited to the period of the department’s
business need. Authorization must be revalidated by the sponsoring department
manager at least once per fiscal year.
Access Authorization
A.
An electronic mail user’s executive director may contact the electronic mail
administrator to gain access to a user’s electronic mail box to continue the operation of
City business. The Authorization for Special Access form (see Attachment A) must be
completed and signed by the requesting executive director and submitted to the
electronic mail administrator.
Dissemination of Electronic Mail Policy
B.
1. All new users to the City electronic mail system(s) will be notified of this City
policy prior to their accessing the system.
2. Each existing user of the City electronic mail system(s) will be given a copy of
this policy upon approval of the policy or any change in the policy.
3. Subsequent reminders on this policy will be periodically transmitted via the
system to all City electronic mail system users.
Retention Guidelines
C.
1. All electronic mail messages are considered transitory writing, not public
records, and are not retained in the City of Santa Ana’s normal course of
business. “Transitory writing” is writing that has no reason for retention after the
purpose for which it was created has expired, such as: routing slips, telephone
messages, and electronic mail.
2. Electronic mail shall not be retained beyond 30 days on the electronic mail
server(s). Agencies operating electronic mail servers are responsible for
implementing this requirement.
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City of Santa Ana
Attachment A
ELECTRONIC MAIL
Authorization for Special Access
(Please Print)
Please allow special access to the City of Santa Ana’s electronic mail system for the following
employee/contractor.
Employee’s/Individual Name
Effective Date
Authorization Name (Executive Director)
Today’s Date
I, the undersigned, certify that I am the Executive Director for the above named
employee/individual:
Executive Director’s Signature
Executive Director’s Name
(print)
Agency/Department
Phone Ext.
Date
Please submit this completed form to: City Electronic Mail Administrator
Information Services Division
Phone extension: 5416
For Internal Use Only
(Please do not write below)
Date Received ______________________ Date Access Granted
_______________________
Comments
___________________________________________________________________
___________________________________________________________________________
_
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