RES 2004-0921 - Policy #32, computer and network use use - employee rights and privileges y _
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City of Omaha `'` Cecil L.Hicks,Jr.
Mike Fahey,Mayor Director
Honorable President
and Members of the City Council,
Transmitted herewith is a Resolution approving a revised Personnel Policy for Computer and
Network Use-Employee Rights and Privileges.The changes made to the policy previously approved
by the City Council are shown. This revised Policy was prepared by the City of Omaha Personnel
Department and has been reviewed and approved by the City of Omaha Personnel Board. Omaha
Municipal Code § 23-65 specifically provides that the City Council must approve these rules. For
your convenience,I also attach a copy of the correspondence that was provided to the City of Omaha
Personnel Board.
The Personnel Department requests your consideration and recommends approval of this Resolution.
Sincerely,
,e a........,'
Cecil.L. Hi ks, !I - i
Personnel Depart f't.
P:\Law1\14679ma£doc
CITY PERSONNEL POLICY
COMPUTER AND NETWORK USE—EMPLOYEE RIGHTS
AND PRIVILEGES
Policy# 32
Approved by Personnel Board: Cecil Hicks,Jr.,Personnel Director
27.2a/024,29!)4
Approved by City Council:rt "-; Council President(!rick-: Yenset,Jim..Yotu l
Pursuant to the Omaha Municipal Code,Section 23-65,the following is declared to be the policy
of the City of Omaha. Please check the City's e-mail system in the Public Folders under
Personnel Department for the latest amendments to this policy.
Definitions
These definitions shall apply to this policy:
"City computer(s)" shall mean all City of Omaha owned or operated computer hardware,
software,data,networks,programs,systems,and related property,equipment or material.
"E-mail"shall refer to electronic messaging systems.
"MISDOT.Comm" shall refer to the Douglas-Omaha. Technology Commission Management
Infermration--sy:;terns-Division of-the ::ld inistrative Ser=ie;es_Department AND any authorized
interdepartmental information system/computer units.
"User(s)"refers to all City employees,contractors,or permitted operators of the City computers.
"UserlD"refers to a user's login initiation code and any corresponding passwords with that login
code.
Purpose
The purpose of this policy is to set guidelines for users of the City computers. This policy is
designed to balance the trust and responsibility of all users with the complexity and inter-
relational aspects of the City computers.
Policy
EXHIBIT
a
City Personnel Policy
Computer and Network Use-Employee Rights and Privileges •
Page 2
City computers are the property of the City'of Omaha. Users are required to comply with this
policy, any applicable user manuals, applicable department/division manuals, and any other
directives or policies involving City computers.
Any infraction of this policy, including any action that has brought or might bring public
embarrassment to the City, may subject the violator to disciplinary action up to and including
termination and possible criminal prosecution. There will be no tolerance of any behavior or
usage of any City computer that violates the concept of basic human dignity in the workplace.
This includes,but is not limited to,the sending or attempted sending of any e-mail or information
that is harassing, obscene, and/or threatening to the recipient. All information stored on the City
computers will be subject to all other City policies.
City computers are tools to be used by appropriate users.Use of City computers requires the user
to employ courtesy, professionalism, and good judgment, and no City computer shall be used to
play games or other entertainment programs unless approved by the user's supervisor. Should a
User desire to use his computer for non job related activities,he/she must get expressed consent
from his/her supervisor. A supervisor shall approve or deny such a request based upon sound
business principles(e.g. length of use,time of use,frequency of use, etc.). Users are responsible
for all electronic mail, postings, or materials sent by them, and, as such, all messages should be
accurate, appropriate, lawful, and limited to public information. Any attempt to forge, read,
delete, copy, or modify the e-mail or Internet/Intranet communication of another user is
prohibited. There shall be no use of the e-mail, Internet, or Intranet system to send unsolicited
junk mail, "for-profit" messages, chain letters, or any other message that is inappropriate for a
business setting or violates City policies. Departmental e-mail bulletin boards shall be governed
by internal departmental policies.
Users of City computers are not allowed to attach .to any correspondence or e-mail from a City
computer aiiysersonal "messages","icons"."symbols"or"quotations".regardless of the conterrt
of that: message. unless his/her Department Directo'._<a_pproyes...such...message, icon, symbol, or
quotation. Computers are for City business and no personal...tnon_City business related)"tags"or
"signature messages" are allowed. Employees who have tuestions regarding this prohibition
should not assume any.._message or quotation is "acceptable" atr"appropriate."
Any gflestions
rc,grtdrri attached c}_ssnal messes, icons,, symbols or_€ zotcs should be directed to the City
Personnel Department.
Access to City computers to perform the job duties of the user is considered a privilege. A user
should have no expectation of privacy in the use of City computers. All information stored and
received on City computers is the property of the City by ownership or license.
Department heads or their designee(s)may apply for service accounts from MISDQT comer for
their respective user(s). If M4SDOT Comm approves such applications, then MDOT C'opim
will create a service account for the user. Users are responsible for their userlDs. Users should
not give their userID or password to anyone or use a userID or password that is not assigned to
City Personnel Policy
Computer and Network Use-Employee Rights and Privileges
Page 3
them unless authorized by MSDOT.Comm. Any attempt to use someone's useriD or password
by deceit or fraud or to disguise the identity of the account being used or who is using that
account is prohibited. Passwords are considered unique and confidential to the user and their
protection is the responsibility of the user.
City computers should not be left unattended without first logging out. Failure to log out of a
City computer is the responsibility of the user,and,as such,the user shall be held responsible for
any actions that occur from his/her unattended City computer, whether the actions were done by
the user or not.
No user should disclose,circulate,or transmit any City proprietary or confidential information on
or through the use of City computers to any unauthorized party. Any breach of confidentiality by
a user through the dissemination of City proprietary information will subject that user to
disciplinary actions,up to and including termination.
In the event of problems with City computers, users should contact the help desk of
I M1SDOT.Cornm unless departmental policy, approved by 1t4 SDOT.Comm, dictates otherwise.
Any unauthorized actions that damage or disrupt any City computer,alter City computer normal
performance, or cause City computers to malfunction are a violation of this policy regardless of
the location of the system or the length of time the network system is down.
No user shall run or install on a City computer any software,hardware, or network devices that
I are not the property of the City of Omaha without permission of AI-ISDOT.Comm. No user
should remove from City property programs or software owned by the City unless authorized by
M-ISDOT.Comm. All City computer users are required to abide by the terms of all software
licensing agreements and copyright laws.Any copying or making available on City computers of
copyrighted materials without permission of the licenser is prohibited.
MISDOT.Comrn must authorize any computer program or software owned by the City to be
installed or run on any computer not owned by the City.No computers that are not City property
shall be installed in any City offices or attached to any City networks unless authorized by
MISDOT.Cornrn.Any non-City computers attached to City networks are subject to this policy.
Network Access
The City computers are shared by users every day for file and print services. Deleting,
examining, copying, or modifying of files and/or data that is created by another user without
his/her prior consent is prohibited. Any attempt to willfully introduce computer viruses or other
disruptive or destructive programs into the City computers is prohibited.
Users have the responsibility to maintain and save documents, files, and information used by
them on City computers. MISDOT.Comm,as administrator of the network system,will monitor
the amount of storing space a user is consuming on the network. A user claiming excessive
storage space on the network or saving application software on the network when it should be
City Personnel Policy
Computer and Network Use-Employee Rights and Privileges
Page 4
saved on a local drive is prohibited. Any user questions regarding where materials should be
saved or the size and amount of materials saved on the network should be submitted to the user's
supervisor and ZIISDOT.Comm. MI-SDOT.Comrrl will have the right to disable any network
accounts should systems and resources be viewed as compromised.
Electronic Mail
The City provides e-mail for many of its users as a way to facilitate communication.
The e-mail system and all e-mail messages and information retrieved, stored, and sent on or
within the City computer network system is always considered to be the property of the City and
may be subject to disclosure in litigation, subpoenas, or internal City investigations. Users have
no right to privacy or confidentiality in their use of e-mail. The City may periodically, with or
without cause or notice,monitor use of e-mail and inspect and read a user's e-mail.
The determination to read or monitor a user's e-mail shall be made by the user's supervisor,
MISDOT.Comm, and the Labor Relations Director. MISDOT.Comrn, in conjunction with a
user's supervisor, has the right to recommend removal of a user's e-mail account based on the
non-use or inappropriate use of that account. This policy regarding e-mail shall apply both to
internal (i.e., City employee to City employee) and external (i.e., City employee to non-City
employee)communication.
Internet/Intranet
The City provides Internet and Intranet access to many users as a tool to be used in the user's
position. The City will periodically, with or without cause or notice, monitor use of the
Internet/Intranet and inspect and read a user's Internet/Intranet records and downloaded
materials. The determination to read or monitor a user's Internet/Intranet account shall be made
by the user's supervisor,M(-DOT.Comm,and the Labor Relations Director.Users have no right
to privacy or confidentiality in their use of the Internet or Intranet. All users are restricted from
any use of the Internet or Intranet to access, download,view,or copy any information that could
be considered obscene, derogatory,harassing, inappropriate for the workplace, or in violation of
City policies or applicable laws. If a user has any questions about the content or legality of
information downloaded, received, or sent by and through the Internet/Intranet, then the user
must immediately contact his/her supervisor. Any information a user posts or writes on or over
the Internet or Intranet should be professional, accurate, and limited to public information. Any
user involved in content generation on the City's official web site or through the Intranet must
I adhere to the administrative guidelines set by MISDOT.Conim. Any tampering, defacing, or
destruction of information on the City's official web site or through the Internet/Intranet is
prohibited.
Users should be on guard against fraud, scams, or viruses. Any improper or questionable
information received or intercepted by a user, or any concerns that users have about using their
IInternet/Intranet access,must be reported to MISDOT.0 OM. 4,and the user's supervisor.
City Personnel Policy
Computer and Network Use-Employee Rights and Privileges
Page 5
Remote Login
Supervisors must approve their Users to apply for remote login access with MlSDOT.Comm.
(See, FLSA Compliance Policy.) This remote login access will have a fee that will be paid by
the department or user applying for this access. Users are required to follow M4SDOT.Comm
guidelines for proper network access through a remote login. The use of remote login access is
subject to this policy,M-SDOT.Comm guidelines,and all other applicable policies and manuals.
April 9, 2004
Dear Madame Chairman and Members of the Personnel Board:
Submitted for your approval is a revised copy of the City of Omaha's Personnel Policy
regarding Computer and Network Use — Employee Rights and Privileges. In particular,
this submitted policy has two areas of revision. These areas are:
1. All references to the defunct Management Information Systems (MIS)
Division are replaced with references to the Douglas-Omaha Technology
Commission(DOT.Comm).
2. The policy does not allow City employees to attach to any correspondence
or e-mail any personal "quotations" or "signature lines" if these items are
not business-related.
Your favorable consideration of the attached personnel policy is requested.
Respectfully submitted,
Thomas C. Marfisi
Labor Relations Director
cc: Cecil Hicks,Personnel Director,Personnel Department
ENCLOSURE
c-zsA CITY OF OMAHA
LEGISLATIVE CHAMBER
Omaha,Nebraska
RESOLVED BY THE CITY COUNCIL OF THE CITY OF OMAHA:
WHEREAS, the Personnel Director of the City of Omaha has revised, in
accordance with the City of Omaha Municipal Code, § 23-65, one Personnel Policy to establish
and clarify the rules and procedures for the City of Omaha and its employees; and,
WHEREAS, the Computer and Network Use - Employee Rights and Privileges
Personnel Policy which was recently revised is attached as Exhibit "A" to this resolution and
incorporated by reference; and,
WHEREAS, the City of Omaha Personnel Board pursuant to the City of Omaha
Home Rule Charter § 6.04 and Omaha Municipal Code § 23-51 have reviewed and approved
such personnel policy on the date indicated on each such policy; and,
WHEREAS, the personnel policy attached thereto is Exhibit "A" and
incorporated herein by reference is being submitted to the City Council for its approval as is
provided by Omaha Municipal Code § 23-65, which specifically provides that the City Council
must approve these policies.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF OMAHA:
THAT, the attached City of Omaha Personnel Policy #32 "Computer and
Network Use - Employee Rights and Privileges" promulgated by the Personnel Director and
approved by the Personnel Board which is herein incorporated by reference be and hereby is
approved.
APPROVED AS TO FORM:
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