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Ripon council updating city e-mail policies

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POSTED July 16, 2013 2:37 a.m.

An update to the City of Ripon’s information technology security policy could be approved at tonight’s Ripon City Council meeting.

Dan Brannon, who is the city’s information systems technician, helped – along with the Information Systems Department – in handling the recent revisions, removing unnecessary language while updating definitions along with “eliminating irrelevant and superfluous language.”

He’ll be on hand at the 7 p.m. open session in the Council Chambers, 259 N. Wilma Ave., to possibly answer questions relating to the policy.

The critical role of the city’s computer, network, telephone, e-mail and other related system is to conduct efficient government business, thus, making it important to ensure the security and reliability of all information systems, according to the policy.

It was developed to provide clear guidelines for acceptable use of the city’s information systems.

“This policy (was) not intended to impose restrictions that are to the City of Ripon’s established culture of openness, trust and integrity. The Information Systems Department is committed to protecting employees, partners and the City from illegal or damaging actions by individuals, either knowingly or unknowingly,” it reads in its overview and purpose section.

The policy would extend to all employees of the city, including agents, agents, officers, contractors, temporary employees, consultants, interns and anyone else regardless of “pay, status, rank, or position” with the city.

Other notable parts of the policy:

• Employees will be responsible for exercising good judgment regarding “reasonable” personal use.

• City e-mail accounts should not be used for posting to newsgroup or forum unless such posting is considered “in the course of duty.”

• The e-mail system is to be used for transmission and not for storage information.

• Automatically forwarding business-related e-mails from users with a city e-mail account to a personal e-mail account would be prohibited. Users would also be cautioned that any business e-mail forwarded to a personal account may subject that account to a Public Records Act request.

• Prohibited would be any form of harassment via e-mail, telephone or paging.

Any employee found in violation of this policy could be subjected to disciplinary action or even termination of employment.

For more information, call the City of Ripon at 209-599-2108 or e-mail www.cityofripon.org

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