Catalog of Sample Policies for Pennsylvania's Conservation Districts

Proper Use of Electronic Communication Systems Policy
(adapted from an article by the New Jersey League of Municipalities)

The (District) makes every effort to provide the best available technology to those performing services for the (District). In this regard, the (District) has installed, at substantial expense, equipment such as computers, electronic mail and voice mail. This policy is to advise those who use our business equipment on the subject of access to and disclosure of computer-stored information, voice-mail messages and electronic mail messages created, sent or received by the (District)'s employees with the use of the (District)'s equipment.

This policy also sets forth policies on the proper use of the computer, voice mail and the electronic mail systems provided by the (District). The (District) property, including computers, electronic mail and voice mail, should only be used for conducting district business.

Personal use of the (District) computers is prohibited and the (District) may, at any time, monitor the use of said equipment. You should not expect any privacy with respect to any information you place in or on the (District) computers or computer equipment.

The use of the electronic mail system may not be used to solicit for commercial ventures, religious or political causes, outside organizations, or other non-job related solicitations. Furthermore, the electronic mail system is not to be used to create any offensive or disruptive messages. Among those which are considered offensive, are any messages which contain sexual implications, racial slurs, gender-specific comments, or any comments that offensively address someone's age, sexual orientation, religious or political beliefs, national origin, or disability. In addition, the electronic mail system shall not be used to send (upload) or receive (download) copyrighted materials, trade secrets, proprietary financial information, or similar materials without prior authorization.

Although the (District) may provide certain codes to restrict access to computers, voice mail and electronic mail to protect these systems against external parties or entities obtaining unauthorized access, employees should understand that these systems are intended for business use, and all computer information, voice mail and electronic mail messages are to be considered district records.

The (District) also needs to be able to respond to proper requests resulting from legal proceedings that call for electronically stored evidence. Therefore, the (District) must, and does, maintain the right and the ability to enter into any of these systems and to inspect and review any and all data recorded in those systems. Because the (District) reserves the right to obtain access to all voice mail messages left on or transmitted over these systems, employees should not assume that such messages are private and confidential or that the (District) or its designated representatives will not have a need to access and review this information. Individuals using the (District)'s business equipment should also have no expectation that any information stored on their computer whether the information is contained on a computer hard drive or in any other manner will be private.

The (District) has the right to, but does not regularly monitor voice mail or electronic mail messages. The (District) will, however, inspect the contents of computers, voice mail or electronic mail in the course of an investigation triggered by indications of unacceptable behavior or as necessary to locate needed information that is not more readily available by some other less intrusive means.

The contents of computers, voice mail, and electronic mail, properly obtained for some legitimate business purpose, may be disclosed by the (District) if necessary within or outside of the (District).
Given the (District)'s right to retrieve and read any electronic mail messages, such messages should be treated as confidential by other employees and accessed only by the intended recipient.

The (District)'s administrator will review any request for access to the contents of an individual's computer, voice mail, or electronic mail prior to access being made without the individual's consent.

Any employee who violates this policy or uses the electronic communication systems for improper purposes may be subject to discipline, up to and including termination.