TELLER COUNTY ELECTRONIC MAIL (E-Mail) POLICY
I. Correspondence of Teller County employees in the form of
County E-Mail can be considered public record pursuant to CRS 24-72-202 and may
be subject to public inspection under CRS 25-72-203. Additionally, if
elected officials use County E-Mail to discuss pending legislation of public
business among themselves, the E-Mail is subject to the open meeting law
pursuant to CRS 24-6-402(2)(d)(III).
Every communication that employees of Teller County have with
the public or with other employees should be of the highest possible
quality. Consequently, employees are expected to pay close attention to
any e-mail messages sent internally or externally. E-mail messages sent
externally should receive the same attention to detail as does hard copy.
A. Definitions
1. County E-Mail refers
to the County's interdepartmental computerized mail system.
2. Internet E-Mail
refers to computerized mail system which uses the internet to transfer E-Mail
messages worldwide . . .
B. County
E-Mail Usage
County E-mail is provided by Teller
County to its computer users. It is intended for business-related
communications, including uses related to County-sponsored events and
activities. (See paragraph G.)
C.
Internet E-Mail Usage
Teller County provides Internet
E-Mail to selected individuals or departments who can justify the need.
Access to the Internet is provided by various commercial vendors. Internet
E-Mail is supported by the Information Technologies (IT) Dept. but because of
the open nature of Internet E-Mail, IT is usable to administer retention or
archiving of Internet E-Mail messages. The privacy of e-mail messages sent
through the Internet depends on the practices of your Internet provider, and are
not within the control of this organization. (See paragraph G)
D.
Administration of E-Mail
1. County E-Mail is
administered by the Information Technologies (IT) Dept. Passwords can be
set by the user or by IT although generally each user's network logon provides
reasonable security into the mail system. IT has the capability of
setting, changing, or recovering passwords and viewing all E-Mail. IT
provides for daily backups of the entire system which includes the E-Mail
system. Daily backups are done in the evening. Tapes are kept for
one week, one tape each week is kept for one month, one tape each month is kept
for one quarter, and one tape each quarter is kept for one year. When a
user deletes an E-Mail message it is not retrievable except from available
backup tapes.
2. Users are responsible for
their own Internet E-Mail administration. IT can assist users but cannot
assure security or backup of Internet Mail Systems.
E.
Requests for E-Mail Records
Messages and attachments which are
public record shall be made available for public inspection. Each
individual is the custodian of their incoming and outgoing E-Mail. When a
request is made for E-Mail records pursuant to CRS 25-72-203 the custodian of
the records in question should consult with the County Attorney to ascertain
whether the request records are public. When E-Mail records are requested
under CRS 25-72-203, the custodian shall utilize whatever methods which are
expeditions and cost-effective for the person requesting the records.
F.
Privacy, Security and Monitoring
Employees should not have an
expectation of privacy when using E-Mail Systems. All electronic
communications are County property, and Teller County reserves the right, at any
time, to monitor, access, view, use copy and disclose all E-Mail messages of any
employee for any purpose within the boundaries of Teller County business.
Employees may not access the computer accounts of another unless granted
permission to do so by that user. Employees are expected to respect
password protected information, and not gain access or attempt to gain access to
information protected in this way. Sharing passwords or using others'
password is not acceptable and will not be tolerated. Employees are also
expected to use passwords which are difficult for an intruder to identify.
G.
Improper Use of E-Mail
Employees must remember that the
purpose of E-Mail is to further the County's business goals and not to provide a
communication facility for employees' personal business. Consequently,
E-Mail should not be used for any outside or personal business ventures, outside
organizations, for political or religious causes, or for any other not
job-related solicitations. Even if an E-Mail message is sent only within
the company, it should never contain sexually explicit images, messages, or
cartoons, or any ethnic slurs, racial epithets or any other material which could
be construed as harassment or disparagement of other based on their race,
national origin, gender, age, disability, or religious or political
beliefs. Our Harassment Policy prohibits this type of information in any
form.