purpose of this policy is to establish guidelines and procedures
relating to the use of electronic mail (E-mail) and the Internet for all
city departments and employees.
has been provided to the City’s employees to facilitate the timely
sharing of data. All
information generated and disseminated by E-mail is available for public
access under the Florida Public Records Law.
Employees shall have no expectation of privacy when using E-mail.
Employees are encouraged to use
for business purposes only.
access for the employees of the City of Key West has been established to
further the goals and objectives of the City.
Since access to the Internet is allowed on City equipment with a
City authorized ID, employees have an obligation to use the Internet in
a responsible and informed way.
City of Key West provides E-mail and access to the Internet to its
employees for business purposes. All
E-mail messages are the property of the City and should not be
considered private. Employees
are expected to use the Internet in support of organizational objectives
and be consistent with the mission of the City of Key West.
The following uses of
the City’s E-mail system and Internet access are prohibited and
subject to the employee receiving disciplinary action up to discharge
depending on the severity of the violation.
of the E-mail system and/or Internet to compromise the integrity of
the City and its business.
of the E-mail system to send chain letters.
of the E-mail system and/or Internet for political endorsements.
of the E-mail system and/or Internet resulting in or relating to
personal gain or for profit enterprise or commercial use.
use of Internet resources for personal use.
use of E-mail and/or the Internet to access, transmit or process
obscene material, inappropriate text, graphic files, sexual, racial,
or ethnic communications.
of the E-mail system to send messages or visit Internet sites
containing offensive, abusive, threatening or other language deemed
inappropriate in the City’s Personnel Policy and Procedure Manual.
of the E-mail system to send messages or visit Internet sites that
violate the City’s Harassment Policy.
Use of E-mail and the Internet must be supportive of
organizational objectives and be consistent with the mission of the City
of Key West.
Users must abide by copyright, contract and other local, state
and federal laws, city directives and policies as well as individual
E-mail and Internet accounts are to be accessed only by the
authorized owner of the account. Confidentiality
of passwords and user id’s must be protected.
Individual users will be held accountable for use of their
account by others.
Users and their department’s management are jointly responsible
for understanding the terms of this agreement and monitoring the need
for E-mail and/or Internet access as part of the user’s assigned
duties and responsibilities.
Programs, applications, etc. are not to be downloaded from an
E-mail attachment or from the Internet to a City-owned computer without
written permission from the IT Department.
of Electronic Mail:
E-mails are the property of the City.
As matter of general policy, the City will not monitor messages.
The City reserves the right to access messages for any legitimate
business purpose, including, but not limited to the following
circumstances or whenever it is determined by the City Manager that the
reasons for doing so are consistent with the City’s need for
supervision, control and efficiency in the workplace:
required to do so by law.
the course of an investigation for possible violation of City
the event there is reasonable suspicion that a user has committed or
is committing a crime against the City or for which the City could
an employee leaving the employment of the City for any reason.
The electronic mail may be accessed to retrieve messages
pertaining to City business. This
request must be made by the Department Director and approved by the
to review an employee’s E-mail, except in the case at the end of
employment, must be provided in
writing by the Department Director and approved by the City Manager.
It should then be
forwarded to the IT Director for appropriate action.
is a violation of the City’s policy for any user, including the IT
Department Staff, to access the E-mail of others without a written
request from the Department Director and approved by the City Manager.
found engaging in such practices will be subjected to disciplinary
action, which could result in termination of system access, employment
and/or criminal prosecution.
HAVE READ AND UNDERSTAND THE CITY'S E-MAIL POLICY