City of Hillsboro is committed to accomplishing its business objectives in a secure and timely manner. Each employee must assist in achieving this goal while safeguarding corporate information assets. The basic regulations for using the City computer systems are as follows:
• Computers are for business use only
• The City may access any information created, transmitted or stored on its information systems
• Copying or downloading software of any kind is prohibited without prior permission
• Internet is for business use only: incidental and occasional personal use is permitted
• The City provides email accounts to its employees for business use—incidental and occasional personal use is permitted
• Any email of an offensive, pornographic or otherwise inappropriate nature is prohibited—violations may result in disciplinary action
• City proprietary information must be protected
• Instant messaging services may be provided to ease communication between employees—non-business use is prohibited
It is important that employees in no way compromise the position of City of Hillsboro by improper disclosure of confidential information to other parties who are not employees, officers, directors or agents of City of Hillsboro or even to other employees who do not require the information in the performance of their duties. It is the responsibility of every employee to safeguard our citizens and City of Hillsboro’s confidential information.
Confidential information about City of Hillsboro’s business is the property of City of Hillsboro and may be used only in the discharge of the employee’s responsibilities. Use of such information for the employee’s personal benefit or the benefit and interest of another party is unlawful and the employee could become liable to City of Hillsboro for any personal benefit derived from the use of such information or for any damage to City of Hillsboro by the disclosure of such information.
A VIOLATION OF CONFIDENTIALITY COULD RESULT IN DISCIPLINARY ACTION UP TO AND INCLUDING TERMINATION.
The city’s e-mail, computer, Internet, and voice mail systems are city property. These systems are in place to facilitate the employee’s ability to do their jobs efficiently and productively. To that end, these systems are solely for city purposes, and gross abuse of these systems for personal use is prohibited. The city may intercept, monitor, copy, review, and download any communications or files employees create or maintain on their systems. When using the Internet, exercise discretion. Sending materials of a sensitive nature or materials that constitute “confidential information” is prohibited unless the information is properly encrypted to prevent interception by third parties.
Employee communications and use of city e-mail, computer, Internet, and voice mail systems will be held to the same standard as all other business communications, including compliance with anti-discrimination and anti-harassment policies. It is expected that employees will use good judgment in the use of the city’s system. Management should be notified of unsolicited, offensive materials received by any employee on any of these systems.
Employee consent and compliance with e-mail, computer, Internet, and voice mail policies is a term and condition of employment. Failure to abide by these rules or to consent to any interception, monitoring, copying, reviewing, and downloading of any communications or files is grounds for discipline, up to and including termination.