HomeMy WebLinkAbout017 98
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STATE OF WASHINGTON
County of Jefferson
In the Matter of Establishing
a Jefferson County Network,
Internet, Intranet, and E-Mail
and Voice Mail Use Policy
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RESOLUTION NO. 17-98
WHEREAS, there is a need for the Jefferson County Commissioners to set policies
to govern the use of the technologies available to employees; and,
WHEREAS, the number of employees having access to the County's computer
network, the W orId Wide Web, electronic mail, and voice mail through the telephone
system, is growing each year; and,
WHEREAS, it is the intent of Jefferson County to provide employees with the tools
to perform their job duties without infringing on the rights of others by defining
acceptable conduct and usage procedures by public employees when using computer
equipment provided by the employer; and
NOW, THEREFORE, BE IT RESOL VED that the Policy defined in Attachment A
is hereby adopted by the Board of Jefferson County Commissioners to govern the access
and use of Jefferson County computer network, Internet, Intranet, E-Mail and Voice Mail.
BE IT FURTHER RESOLVED, that this policy is incorporated as part of the
Jefferson County Personnel Policies Manual and as such employees who are found to be
out of compliance with this policy are subject to Article VIII - Standards of Conduct and
Discipline.
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APPROVED AND ADOPTED thIs q day of JJ1 &./l.,t, 19~.
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JEFFERSON COUNTY
BOARD OF COMMISSIONERS
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Lorna Delaney, CMC
Clerk of the Board
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Attachment A
Resolution No.17",-.98A..dopted 3109/98
Jefferson County Policy
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COMPUTER NETWORK, INTERNET, INTRANET,
ELECTRONIC MAIL (E-MAIL),
AND VOICE MAIL USE
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T ABLE OF CONTENTS
ATTACHMENT "A" ....................................................... Page 1
Section 1 - Subject . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. Page 1
Section 2 - Purpose ............,............................................. Page 1
Section 3 - Affected Parties
. . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . .
Page 1
Section 4 - References ........................................................ Page 1
Section 5 -Definitions: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Pages 2-3
Section 6 - Policies: ....................................................... Pages 3-11
6.1
6.2
6.3
6.4
6.5
6.6
6.7
6.8
6.9
6.10
6.11
6.12
6.13
County Business Purposes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. Page 3
Computer Viruses ............................................... Page 4
Electronic Mail (E-Mail) .......................................... Page 4
V oiceMail ..................................................... Page 5
Solicitations .................................................... Page 6
Advertising . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. Page 7
Campaigning ................................................... Page 7
Personal Security ......... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. Page 7
Limitations on Entry into the County Computer Network. . . . . . . . . . . . . . .. Page 7
World Wide Web (WWW) Access. . . . . . . . . .. . . . . . . . . . . . . . . . . . . .. . .. Page 8
Copyrights, Trademarks, Patents and Authorship . . . . . . . . . . . . . . . . . . . . . .. Page 9
Open Public Meetings Regulations .................................. Page 9
Public Disclosure of Electronic Data: ............................... Page 10
Section 7 - Procedures: ...................................................... Page 11
Section 8 - Responsibilities: .................................................. Page 11
Waiver Fonn & Authorization to Use
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ATTACHMENT "A"
(To RESOLUTION NO. )
Computer Network, Internet, Intranet,
Electronic Mail (E-mail), And Voice Mail Use Policy
Section 1 - Subject
Policy governing the access and use of Jefferson County personal computers, computer network,
AS400, Internet, Intranet, E-Mail and Voice Mail.
Section 2 - Purpose
This policy shall govern access and use of Jefferson County equipment, telecommunications, and
services for employees of Jefferson County. The intent ofthis policy is to provide employees the
tools to perfonn their job tasks without infringing on the rights of others, whether they be public or
employee users of the personal computers, computer network and Internet/Intranet communications
systems. This includes minimizing the risk of computer virus infections, avoiding bandwidth
congestion, adhering to software license agreements, and controlling private use of government
equipment. This policy addresses issues such as acceptable conduct and usage procedures by public
employees when using equipment provided by the employer or provider of such services.
Network and Internet access is provided to county employees as a research and communication tool
to assist in conducting county business. Employees are trusted to use good judgment in use of
County owned equipment, services (both duration and frequency of use), infonnation technology or
other resources.
Section 3 - Affected Parties
All Jefferson County employees, contract employees, quasi-employees, and authorized volunteers
who use County equipment, services, and infonnation technology.
Section 4 - References
4.1 The Electronics Communications Privacy Act (ECP A)
4.2 RCW 9.73.030. Privacy Act
4.3 RCW 40.14 Preservation and Destruction of Public Records
4.4 RCW 42.17 Open Public Records Act
4.5 RCW 42.30 Open Meetings Act
4.6 Resolutions No. 133-92 and 20-93 and 123-97 -- Jefferson County Personnel Policy
4.7 Resolution No. 117-97 - Jefferson County Records Access Policy
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Resolution No.
A Policy Governing the Access and Use of the Jefferson County
Computer Network, Internet, Intranet, E-Mail and Voice Mail.
Section 5 - Definitions:
Terms used for the purposes ofthis policy --
5.1 Discoverable:
Knowledge that something such as a letter, memo, note or E-Mail or voice mail, may exist
and can be requested to be produced as part of an investigation.
5.2 Downloading:
Copying software programs and/or files from a floppy disk, CD ROM disk, or an IN-
TERNET site or from another outside source, on to a County owned computer.
5.3 E-Mail:
Refer to all Electronic Mail software applications, whether INTERNET, LAN or WAN.
5.4 Emplovee:
Employee means an elected official, officer, employee, quasi-employee, authorized volun-
teer, or servant of Jefferson County, who has been elected or appointed, but does not include
an independent contractor.
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5.5
INTERNET:
Refers to connectivity with other agencies, networks and/or services outside the "trusted"
local area network established and maintained by Jefferson County Information Services.
5.6 Listserv:
Refers to a group identified on the World Wide Web (WWW) that an INTERNET user can
subscribe to from their browser to be sent information automatically by E-Mail, regarding a
specific subject or area of interest.
5.7 Local Area Network (LAN):
Refers to computer connectivity onto Jefferson County's intemallocal area computer
network, whether for general network services, E-Mail or Intranet.
5.8 Newsaroup:
A group identified on the World Wide Web (WWW) as a discussion area for specific subjects
or areas of interest.
5.9
Official County Business Purposes:
Those activities performed by an official, employee, or quasi-employee or authorized
volunteer of the County, as directed by the County through his/her supervisor in order to
accomplish County programs or as required by the duties of his/her position or office.
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Resolution No.
A Policy Governing the Access and Use of the Jefferson County
Computer Network, Internet, Intranet, E-Mail and Voice Mail.
Section 5 - Definitions - Continued
5.10 Posted:
Refers to World Wide Web (WWW) sites, E-Mail, Voice Mail, or any other network location
where information is shared internally or externally.
5.11 Trusted Network:
See Wide Area Network (or WAN).
5.12 Uploading: Copying software programs and/or files from a County owned computer to a
floppy disk, CD ROM disk, or an INTERNET site.
5.13 Voice Mail:
Recorded telephone messaging system.
5.14 WWW:
Refers to World Wide Web sites whether County maintained and operated or any others
accessed via the Internet.
e 5.15 Wide Area Network (WAN) and/or "Trusted Network":
Refers to computer connectivity onto Jefferson County's internal local area network, which
may include physically extended "trusted" access to other agencies, whether private or
public, for general network services, E-Mail or Intranet or other information or resource
access.
Section 6 - Policies:
6.1
County Business Purposes
Use of County computers, network resources (whether LAN , WAN, Internet or Electronic
Mail) and voice mail systems, should be used for County business purposes only, as is the
case with all forms of county equipment and resources.
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6.1.1 Personal Use of Countv Equipment
Personal use of County equipment may be allowed under the following conditions:
.. The use is small scale and only done during the employees break time or before or
after normal business hours of the employee's department.
.. The employee has made a detailed request and received prior approval through their
supervisor and Department Head/Elected Official for the use.
.. The use will have no impact on other departments, employees, or the public and will
not cause bandwidth congestion and/or misuse of system resources.
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Resolution No.
A Policy Governing the Access and Use of the Jefferson County
Computer Network, Internet, Intranet, E-Mail and Voice Mail.
6.1.1 Personal Use of Countv Equipment - Continued
... All provisions of this policy regarding inappropriate message content (Section 6.4.4
& 6.5.4), solicitations (Section 6.6), advertising (Section 6.7), campaigning (Section
6.8), public records, and other applicable policies will govern the personal use of
County equipment by an employee. Employee shall abide by all policies of appropri-
ate behavior and usage discussed in this policy.
... Expenses which would be charged to any member of the public which are incurred
due to the use, will be paid to the employee's department.
Photocopy Machines - Due at same rate charged to the public.
Computers - Reimburse the County for any supplies used (i.e. diskettes, paper for
printing) at the rate the department would charge to the public.
Facsimiles Machine - Reimburse for pages sent at same rate charged to public.
Employees may use FAX machines to send messages to a long distance telephone
number if they reimburse the County for the pages sent or received to cover long
distance telephone costs and supplies.
Telephones and Cellular Telephones - See Jefferson County Personnel Policy
Article IX, Miscellaneous, Section 3.
Other Equipment - Employees should not use County equipment for personal use.
In no event shall an employee take County property to his/her home without prior
e consent ofthe employee's supervisor.
6.2 Computer Viruses
When there is a clear business reason for downloading or uploading software and/or files to
or from outside sources, the appropriate anti-virus detection program(s) will be used to
prevent infection. For further guidance refer to Jefferson County Personnel policy ''Article
IX, Section 3". If an employee is not sure of the proper County procedures for scanning files
for viruses, they should contact Information Services for instruction.
6.3 Electronic Mail (E-Mail)
6.3.1 Disclosure
Electronic Mail (E-Mail) from an internal system and/or the Internet, is NOT private. All E-
Mail messages, (whether created or received) may be considered to be public records
pursuant to the Public Disclosure Act, RCW 42.17, and the public has a right to examine
most public records. If there is concern about potential public disclosure or internal disclo-
sure, E-Mail should not be used.
E-Mail shall not be used to send confidential information. E-Mail is not an appropriate
form of communication with legal counsel when seeking legal advice or transmitting
information concerning matters in litigation or disputes which are likely to result in litigation.
Inadvertent disclosure or dissemination ofthe communication could waive the attorney-client
e privilege.
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Resolution No.
A Policy Governing the Access and Use of the Jefferson County
Computer Network, Internet, Intranet, E-Mail and Voice MaiL
6.3.2 Requests for Copies of Electronic Mail (E-Mail) Information
Request for E-Mail messages, calendars, or records may be treated like any other public
record in the possession ofthe County. E-mail contents may be subject to subpoena in legal
matters. Deleting E-Mail messages from a computer does not guarantee it has been erased
from the system. Employees should use good judgment when creating E-Mail and always
assume that it is discoverable. Information Services, and/or appropriate County management
(Elected Official or Department Head of Department involved and other County Management
personnel as required by the particular circumstance - i.e. Human Resource Manager,
Prosecuting Attorney), reserve the right to retrieve and/or review E-mail messages to monitor
or prevent misuse ofthe system, to measure employee responsiveness, or during the investi-
gations of improper or illegal activities.
6.3.3 Retention of Electronic Mail (E-Mail)
Information Services reserves the right to purge electronic mail from County computer
systems on an "as needed" basis, after aging of over 30 days. Any messages that may be
needed beyond 30 days shall be copied or moved to another storage location. E-Mail
messages that are public records should be printed and included in the subject file or be
retained as word processing documents. Information Services will provide advance notice,
when possible, if purging of old files is to occur at an interval of less than 30 days.
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6.3.4 Ina~propriate Electronic Mail (E-Mail) Messa~e Content
County network users will refrain from the posting of any materials, which violate federal or
State laws and/or County Personnel Policies and/or resolutions. All issues raised in the
Jefferson County Personnel Policy Article X, Part II are applicable. These shall include, but
are not limited to, those that constitute; discrimination, sexual, racial, religious harassment,
slander and/or defamation towards any individual, corporation, agency or organization and
disparagement of any trade or product. County employees shall refrain from any posting or
transmittal of materials containing obscene, pornographic or profane materials of any kind,
including jokes, cartoons, photographs or any other text based or digitized images. Generally,
the same policies of appropriate behavior apply in network usage, as apply in the workplace.
6.4
Voice Mail
6.4.1 Disclosure
Voice Mail messages from the County's telephone system is NOT private. All voice mail
messages, (whether created or received) may be considered to be public records pursuant to
the Public Disclosure Act, RCW 42.17, and the public has a right to examine most public
records. If there is concern about potential public disclosure or internal disclosure, voice mail
should not be used.
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V oicemail shall not be used to send confidential information. V oicemail is not an appropri-
ate form of communication with legal counsel when seeking legal advice or transmitting
information concerning matters in litigation or disputes which are likely to result in litigation.
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Resolution No.
A Policy Governing the Access and Use of the Jefferson County
Computer Network, Internet, Intranet, E-Mail and Voice Mail.
6.4.1 Disclosure - Continued
Inadvertent disclosure or dissemination of the communication could waive the attorney-client
privilege.
6.4.2 Ret¡uests for Copies of Voice Mail Information
Request for voice mail messages or records may be treated like any other public record in the
possession of the County. Voice mail contents may be subject to subpoena in legal matters.
Deleting voice mail messages from the telephone system does not guarantee it has been
erased. Employees should use good judgment when creating voice mail messages and
always assume that it is discoverable. Information Services, and/or appropriate County
management (Elected Official or Department Head of Department involved and other County
Management personnel as required by the particular circumstance - i.e. Human Resource
Manager, Prosecuting Attorney), reserve the right to retrieve and/or review voice mail
messages to monitor or prevent misuse of the system, to measure employee responsiveness,
or during the investigations of improper or illegal activities.
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6.4.3 Retention of Voice Mail Messafles
V oice mail messages from the County telephone system are automatically purged after 30
days. Any messages that may be needed beyond 30 days shall be copied or moved to another
storage location. V oicemail messages that are public records shall be saved to a computer
disk by Information Services personnel and retained as a word processing document.
6.4.4 InaQ,propriate Voice Mail Message Content
County voice mail users will refrain from leaving messages which violate federal or State
laws and/or County Personnel Policies and/or resolutions. All issues raised in the Jefferson
County Personnel Policy Article ~ Part II are applicable. These shall include but not be
limited to those that constitute; discrimination, sexual, racial, religious harassment, slander
and/or defamation towards any individual, corporation, agency or organization and dispar-
agement of any trade or product. County employees shall refrain from leaving any message
containing obscene, pornographic or profane information of any kind including jokes.
Generally, the same policies of appropriate behavior apply in voice mail usage, as apply in
the workplace.
6.5 Solicitations
Employees shall refrain from any type of po stings, whether on a Web site, to a Newsgroup or
Listserv, via E-Mail, or Voice Mail which constitutes a solicitation of any type (i.e. reli-
gious, political, personal gain, or in support of illegal activities.)
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Resolution No.
A Policy Governing the Access and Use ofthe Jefferson County
Computer Network, Internet, Intranet, E-Mail and Voice Mail.
6.6 Advertising
Employees shall refrain from any type of po stings, whether on a Web site, to a Newsgroup or
Listserv, via E-Mail or Voice Mail, which may enter the realm of advertising. When
government supplies legislative or other public interest information on the Internet, there is
little danger of advertising liability arising from the posting. It is only when a County
employee or government enter into the realm of advertising, (for example, for a paid tourist
attraction, whether County owned, privately owned, or for another government or pseudo
government agency) that such action may pose liability issues for providing erroneous,
misleading, or otherwise improper content. Advertising, even for a County owned tourist
facility, should be done through other sources which are specifically designed for that
purpose (i.e. newspapers, magazines,) and not on the County's "public service" web site.
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6.7 Campaigning
Employees must make certain that information provided about elected officials does not cross
the line into campaign advertising. LAN, WAN, Internet and telephone system access are
established with taxpayer money and there is a risk of violation of laws when elected officials
become the centerpiece of information. If elected officials wish to campaign on the Internet,
they should establish separate sites, with no links from County sites, with no reference to
these sites utilizing County resources (i.e. E-Mail, Voice Mail. Newsgroup or Listserv,
information), and they should be clearly identified as not being funded with taxpayer money.
Information Services reserves the right to remove information and or links from a County
site which have been determined to be, or contain, campaign advertising.
6.8
Personal Security
Employees should keep personallog-ons and passwords confidential and change passwords
on a regular basis as instructed by Information Services procedures. Failure to adhere to this
policy jeopardizes network security and puts users at risk of potential misuse of the system
by other individuals. Network users may be held responsible for all actions taken using their
personal network access permissions.
6.9
Limitations on Entry into the County Computer Network
6.9.1 Access to Information on the Countv's AS400 and Personal Computer Network
Access to information contained on the County's AS400 computer shall be based on a need
to know and a determination from Director of Public Services with concurrence from the
appropriate Elected Official, Department Head, and/or the County Commissioners.
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6.9.2 Access to Information on Personal Computer Hard Drives
Information stored on the hard drive of a computer may contain discloseable information, it
may contain exempt information, it may Contain Non-governmental information, and it may
also contain personal information of the person who is assigned the computer for his or her
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Resolution No.
A Policy Governing the Access and Use of the Jefferson County
Computer Network, Internet, Intranet, E-Mail and Voice Mail.
6.9.2 Access to Infonnation on Personal Computer Hard Drives - Continued
use (similar to the contents of a desk drawer). Therefore, access to or operation of County
computers by persons who are not employees, quasi-employees, authorized volunteers or
contractors of the County should not be permitted due to the inability to segregate the
information.
6.9.3 Data Sharinf! Bv and Between Emplovees
In general County employees may have access into such network-stored data in various
departments and servers as are relevant to their jobs.
6.9.4 Access Levels
Levels of access by executive and management employees should be determined by employ-
ment status (Elected Official, Department Head, Supervisors, etc.) and the need to know.
Members of the Board of Commissioners will have the same access to the County computer
systems that is available to every County employee.
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6.9.5 Access to Public Records
Access to public records containing information that is exempt from public disclosure,
whether located on a personal computer or otherwise, should not be permitted to members of
the Board of Commissioners except with the express permission of appropriate Elected
Official or Department Head.
If granted, such permission should be coupled with an admonition that the material obtained
by a Commissioner might be exempt from public inspection and caution should be exercised
in order to not violate the rights of privacy of private citizens, jeopardize the County's
bargaining position, or create a liability for the disclosure of exempt information and a
violation of privacy.
6.10 World Wide Web (WWWJ Access
6.10.1 Internet Access
Permission for employees to access the World Wide Web (WWW) resources will be
dependent on written approval of the Department HeadlElected Official to Information
Services and a "Waiver Form & Authorization to Use" form signed by the employee.
Minimum computer system configuration determined by Information Services is a prerequi-
site of access.
6.10.1.1 Internet Access Audit Logs
e Information Services will maintain Internet access audit logs. Permission to access specific
sites may be revoked by Information Services or at Department Head's request. Access times
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Resolution No.
A Policy Governing the Access and Use of the Jefferson County
Computer Network, Internet, Intranet, E-Mail and Voice Mail.
6.10.1.1 Internet Access Audit LOlls - Continued
may be restricted by Information Services or at Department Head's request, due to bandwidth
congestion and/or misuse of system resources. Audit Logs may be made available to
appropriate management and/or Department Heads and Elected Officials, determined by
Information Services, on request. Audit logs may be considered to be public records pursuant
to the Public Disclosure Act, RCW Ch. 42.17, and the public has a right to examine most
public records.
6.10.2 Newsr¡roups or Listserv
When posting to a Newsgroup or utilizing a Listserv, Jefferson County employees will use a
disclaimer, such as: "these opinions are mine and not necessarily those of Jefferson County".
Users shall abide by all other policies of appropriate behavior and usage discussed in this
policy.
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6.11 Copyrights, Trademarks, Patents and Authorship
6.11.1 Conservative and Cautious Approach to CODvrillhts. etc.
Jefferson County employees should take a conservative and cautious approach when dealing
with materials that may be copyrighted. In general, if an employee is not sure if materials are
copyrighted, they should not be used without permission in wTiting from the author.
... Jefferson County will comply with Federal software licensing and copyright law.
> Copies are to be made with the copyright holder's permission.
> Unauthorized copying of software may be cause for disciplinary action.
> Jefferson County will not defend employees for willful misuse of copyrighted
software.
> Employee owned software must be accompanied by evidence of ownership.
6.11.2 Trademarks. Patents and Authorship
Trademark violations can occur when governments publish materials online, and knowingly
or unknowingly attach to a publication, or omit from the publication, a registered trademark.
Employees publishing materials online will respect trademarks and obtain the appropriate
authorizations before publishing the materials.
6.12 Open Public Meetings Regulations
RCW 42.30 addresses regulations concerning public and private meetings. Users should be
cautious in the use of E-mail and voice mail communication to assure that these regulations
are not violated.
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Resolution No.
A Policy Governing the Access and Use of the Jefferson County
Computer Network, Internet, Intranet, E-Mail and Voice Mail.
6.13 Public Disclosure of Electronic Data:
The Washington State Public Disclosure Act, Chapter 42.27 RCW applies to electronic
records. In responding to requests for disclosure of public records, it must be determined
whether e-mail associated with the request constitutes a "public record." See the Jefferson
County Records Access Policy (Resolution No. 117-97) for further guidance in how to
respond to requests for public records, and the State Public Disclosure Act for further
guidance in determining if a record is subject to disclosure.
6.13.1 E-Mail (electronic communication from one computer to another or to others)
A When initiated by a County employee:
NOT SUBJECT TO DISCLOSURE IF:
1. of a private nature (non-governmental)
2. within the exemptions from public inspection.
Otherwise, subject to public inspection at reasonable time, but not by computer
operation by other than County employees or contractors. Preferably disclosure to be
by printed document; if by diskette or visual examination of screen, care must be
exercised to delete exempt data from disclosure.
It B When initiated by one (1) member of the Board of County Commissioners:
NOT SUBJECT TO DISCLOSURE IF:
1. Of a private nature (non-governmental)
2. Within the exemptions from public inspections.
Otherwise, subject to public inspection at reasonable times, but not by com-
puter operation by other than County employees or the Elected Official
assigned to the computer. Preferably disclosure to be by printed document; if
by diskette or visual examination of screen, care must be exercised to delete
exempt data from disclosure.
C When simultaneously directed to two (2) or more members of the Board of
County Commissioners.
SUBJECT TO DISCLOSURE.
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6.13.2 Other Data
The same rules of disclosure apply to electronic data as to written or printed informa-
tion. The public right to inspect and copy remains the same, only the method of
inspection will change. The public should not be permitted to operate a County
computer except for those computers specificallY set up for public use, for the
following reasons:
1) Inadvertent erasure or modification of stored data.
VOL
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Resolution No.
A Policy Governing the Access and Use of the Jefferson County
Computer Network, Internet, Intranet, E-Mail and Voice Mail.
6.13.2 Other Data - Continued
There is no way to separate exempt data from non-exempt data and govern-
mental from non-governmental information except by the exercise of human
judgment.
2) Allowing a private citizen (including a reporter) to sit down during business
hours and browse on a personal computer is too disruptive to the County's
business to be permitted.
Section 7 - Procedures:
7. 1 Enforcement of this Policy (Right to administer or revoke use)
Failure of County employees to adhere to this policy may result in restriction or revocation of
access and/or disciplinary action.
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7.1.1 Access Limitation or Revocation
With concurrence of the Elected Official or Department Head, employees who are found in
violation of this policy may be subject to the following.
1) Internet and E-Mail access may be revoked.
2) Access times may be restricted.
7.1.2 Disciplinary Action.
Substantial or repeated abuse of the provisions outlined in this policy may be deemed
sufficient justification for immediate discharge. (See Article VIII, Standards of Conduct and
Discipline, Jefferson County Personnel Policy)
Section 8 - Responsibilities:
8.1 Maintenance and Administration
The Information Services Department is responsible for maintenance and administration of
the County's personal computers, AS400 computer, computer network, INTERNET, Intranet,
E-Mail, Voice Mail, and telephone equipment.
8.2 Compliance with County Policies
All Department Supervisors, Department Heads and Elected Officials are responsible for
ensuring compliance with federal regulations, RCW' s, WAC's, County Ordinances, resolu-
tions and policies.
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Waiver Form & Authorization to Use
I, have read and understand the
Jefferson County Network, Internet, Intranet, E-Mail and Voice Mail Use Policy as set forth in
Attaclunent A of Jefferson County Resolution No.~.
I understand and agree to follow this policy which includes:
þ. Network resources, whether LAN , WAN, Internet, Electronic Mail or V oiceMail systems
should be used for official county business purposes only, as is the case with all forms of
county equipment and resources. Personal use of the County equipment discussed in this
policy is allowed only as described in Section 6.1.1.
þ. Electronic Mail (E-Mail) from an internal system and/or the Internet, is NOT private. All E-
Mail messages, (whether created or received) may be considered to be public records
pursuant to the Public Disclosure Act, RCW Ch. 42.17, and the public has a right to examine
most public records.
þ.
Jefferson County will maintain and monitor Internet access audit logs and may provide
Department Heads with regular audit logs for their review. Audit logs may be considered to
be public records pursuant to the Public Disclosure Act, RCW Ch. 42.17, and the public has a
right to examine most public records.
þ. Permission to access specific INTERNET sites may be revoked as provided in this policy, by
Information Services or at Department Head's request.
þ. INTERNET access times may be restricted by Information Services or at Department Head's
request, due to bandwidth congestion and/or misuse of system resources.
I have read and understand this policy and will abide by it's provisions.
Signed:
Date:
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INDEX
access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ... . . .. 1, 1, 3, 7-12
advertising .................................................................... 4, 7
AS400 .................................................................... 1, 7, 11
campaigning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4, 7
cautious ........................................................................ 9
cellular ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
compliance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1, 11
confidential ................................................................. 4, 5, 7
conservative . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
copies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5,6,9
copyright ....................................................................... 9
data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8, 10, 11
disciplinary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9, 11
disclosure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 4-6, 8-10, 12
e discoverable. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2,5,6
downloading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2, 4
E-Mail .........................................................1.2.3.4.5.7.11. 12
ECP A . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
electronic mail ......................................................... 1, 1-5, 12, 15
enforcement .................................................................... 11
equipment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
facsimiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
hard drive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
inappropriate .................................................................. 4-6
Internet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 1, 1-4, 7-9, 11, 12, 15
Intranet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 1, 1-3, 11, 12, 15
LAN.. . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. .2,3,7,12
limitation ...................................................................... 11
Listserv . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2, 6, 7, 9
e Local Area Network. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2, 3
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e IND EX - Continued
maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Network. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 1, 1-3,5, 7, 8, 11, 12, 15
newsgroup ................................................................ 2, 6, 7, 9
Official County Business. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2, 12
Open Meetings Act ............................................................... 1
Open Public Records Act . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
patents ......................................................................... 9
personal .......................................................... 1,3,4,6-8, 11, 12
posted . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Privacy Act. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
private ................................................................ 1,3-5,8-12
Records Access Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1, 10
requests .................................................................... 5, 6, 10
retention. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5, 6
e- revocation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
security. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
sharing ......................................................................... 8
solicitations ................................................................... 4, 6
telephone ................................................................ 1,3-7,11
tools ......................................................................... 1, 1
trademark . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
trusted network . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
e
uploading. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3,4
use .............................................................. 1, 1,3-6,8-12, 15
virus. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1,4
Voice ....................................................... 1, 1-3,5-7,9, 11, 12, 15
V oiceMail ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-7
WAN ................................................................... 2, 3, 7, 12
Wide Area Network . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
WWW ..................................................................... 2, 3, 8
IJOL
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