Employee Handbook

Section 4 — Information Technology

Expectation of Privacy

It is not the policy of the City to regularly monitor the content of Electronic Communications Devices of its employees and volunteers. However, the content and usage of electronic communications systems may be monitored to support operational, maintenance, disaster recovery, auditing, security, and investigative activities. At any time without prior notice, City management reserves the right to examine e-mail, personal file directories, Internet access, network activity and other information stored on City computers. The employee has no right to privacy regarding electronic communications generated on or handled by City-owned computer systems.

Expectation of Confidentiality

Except as otherwise specifically provided, users of the City’s computer systems may not intercept, disclose, or assist in intercepting or disclosing electronic communications for which they are not the intended recipient. Except where provided by federal, state, or local regulations, the individual user has the right to expect confidentiality of electronic communications related to the normal course of City work-related activities.

Role of Information Services

It may be necessary for Information Services (IS) staff to review the content of an individual’s communications during the course of problem diagnostics, problem resolution, or maintenance activities. Information Services staff cannot review the content of an individual employee’s communications outside the scope of authorized IS work activities. Unless authorized by the individual end user, the City Manager must grant permission to review the content of an individual employee’s communications, e-mail, or electronic files.

Special Trust

An Information Technology Manager will identify individuals with special trust regarding electronic communications.

A position of special trust is one in which the individual can view confidential information, alter sensitive information, or is depended upon for the continuity of information resources in areas outside the normal scope of the work or job responsibilities.

An individual is also considered to be in a position of special trust if the individual may act independently of controls or supervision and impact the confidentiality, integrity, or availability of vital information.

Individuals with special trust must use their access for internal City business only.

Individuals with special trust must sign and abide by Elevated Rights Form in order to receive and maintain elevated security access to the City’s computer systems.

Auditing

The Information Services Manager will ensure that audit controls are in place to monitor the activities of individuals with special trust.

Disclosure of Information Services Monitoring Capabilities

The Information Services Department has the following capabilities:

1. Monitor and capture raw network traffic to and from any port in the network.

2. Reconstruct individual web browser sessions for a particular workstation.

3. Monitor and record all inbound or outbound Internet traffic for a particular workstation.

4. Determine usage patterns by site or protocol by user.

5. Record all inbound and outbound Internet e-mail for a particular user.

6. Filter, quarantine, and view attachments to inbound and outbound Internet e-mail for viruses.

7. Filter and discard inbound and outbound e-mail messages containing certain keywords.

8. Record all attempts to access network resources.

9. Change or reset user passwords for all systems or applications with passwords.

10. Access any file stored on any City-owned computer systems.

11. Access any file stored on tape backup media.