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To establish guidelines for the proper use of Road Commission information systems / e-mail by Road Commission employees; and to prohibit inappropriate use thereof by such employees.

STATEMENT OF POLICY

The Road Commission has legitimate concerns regarding the manner in which its information systems / e-mail may be utilized.

USE OF INFORMATION SYSTEMS / E-MAIL

The electronic mail and other Commission information systems are not to be used in a way that may be disruptive, offensive to others, or harmful to morale.  There is to be no display or transmission of sexually explicit images, messages, or cartoons, nor any transmission or use of e-mail or voice-mail communications that contain ethnic slurs, racial epithets, or anything that may be construed as harassment or disparagement of others based on their race, national origin, sex, height, weight, age, disability, or religious or political beliefs.  Violation of this policy will result in appropriate disciplinary action.  Employees’ communications and use of the e-mail, computer, internet, and voice mail systems will be held to the same standard as all other business communications, including compliance with the Commission’s equal employment opportunity and anti-harassment policies.  The Commission should immediately be notified of any unsolicited, offensive material received by any employee on any of these systems.

E-mail is the equivalent of a business memorandum.  Words and messages shall be prudently selected.  Employees shall not commit to e-mail what they would not readily commit to a business memorandum.  Employees shall be professional in their use of the computer and e-mail system.

Employees shall use the information systems for Commission purposes only.  These systems were placed to facilitate employees’ ability to efficiently do their job.  To that end, these systems are provided solely for business purposes.  The information systems shall not be used to solicit others for commercial ventures, religious or political causes, outside organizations, or other non-job-related solicitations.

The e-mail, computer, Internet, and voice mail systems are Commission property.  Anything an employee creates or loads on into the system becomes Commission property.  All electronic and voice mail messages are the Commission’s records.  The Commission reserves the right to access, monitor, copy, review, download, and disclose all messages, communications, and files created or maintained on these systems, at any time and for any business purpose, without prior notice to the employee.

Employees are hereby notified they have no expectation of privacy when using Commission information systems.  If e-mail is deleted from employee screens, it is not deleted from the system and can still be accessed.  The same is true even if employees have private code words for e-mail access.  While management reserves the right to enter an employee’s information systems’ file whenever there is a business reason to do so, non-management employees should shall not attempt to gain access to another employee’s information systems’ file without the latter’s express permission.  Non-management employees should shall not access anything, which is designated “confidential” without first receiving proper authorization from management.

Employees shall not transmit or disclose any of the Commission’s confidential information on the information systems without proper management authorization.  Even after receiving such authorization, employees shall only send materials of a sensitive nature or which constitute “confidential information” on the Internet if the materials are properly encrypted to prevent third-party interception.  Employees must treat this information in a secure manner at all times.

Some information on the Internet may be protected by copyright law.  Before downloading any information from the Internet, creating Web pages with links to other materials, or copying or using a third party’s materials, employees shall first consult with management.

Compliance with this information systems policy is a term and condition of employment.  Failure to abide by these rules or to consent to any interception, monitoring, copying, reviewing, or downloading of any communications or files will result in discipline, up to and including termination.

VOTE:Ayes – 3Nays – 0Motion carried.

I certify this is a true Policy copy adopted by the Charlevoix County Road Commission Board at their January 24, 2005 regular meeting.

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