410City Of Anaheim Administrative Regulation
CHAPTER 4 - CITY PROPERTY
Subject: Use Of Office Communication
Equipment
A.R. 410
Issue Date: March 15, 1993
Revised: July 22,1998
January 11, 2024
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Purpose:
To provide guidelines for the use of various City communications equipment and
software, accessed either from your office or any other location, the following regulation
is established.
Procedures:
The term "communications equipment and software" as used in this regulation shall mean
any office equipment and/or software used as a basis for communication including, but
not limited to, telephone (including voicemail), fax machine, copy machine, office
automation equipment (computer terminals or personal computers, including laptops),
mobile devices and communications software applications such as electronic mail, text
messaging, and access to the Internet.
The use of all City communications equipment is restricted to official City business
purposes only. (The term "City Business Purposes" is meant to include the use of
communications equipment by clients/citizens participating in programs created or
provided through City auspices.)
Employees, members of the City Council, support staff or contractors of the Mayor or
City Council, are prohibited from conducting City business through personally owned
equipment or personal accounts, but shall be permitted provided (1) such use is limited to
occasions where reasonably necessary, and (2) employees promptly forward any records
relating to City business to a City -managed account or database. This applies to emails,
text messages, and voicemails.
Personal Use of Communications Equipment:
Notwithstanding the foregoing prohibition, personal use of communications equipment
shall be permitted provided such use is limited to occasions where reasonably necessary,
and such use does not interfere with the duties of the employee or the operations of the
department. Employees shall reimburse the City for personal use of communications
equipment in accordance with the practice established in their department.
City Of Anaheim Administrative Regulation 410
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Executive Managers may authorize the use of City communications equipment to send
information from management to employees or, on an exception basis, from recognized
employee organizations to employees they represent to inform them of meetings,
happenings, or events of general or special interest. Under no circumstances shall City
communications equipment be used for any commercial promotional purpose, to conduct
personal business, or to conduct employee organization business. Prohibited uses of
communication equipment and software include but are not limited to:
Political activities
Religious activities
Illegal activities
Unauthorized access to systems, software or data
Threats
Harassments
Defamation and
to access to, or communication of, material or graphic images which are abusive,
threatening, obscene or profane
Governance of Communications Equipment for Designated Officials or Employees:
Members of the City Council, support staff or contractors of the Mayor or City Council,
or the Executive Team of the City, Chief Communications Officer, or any other as
designated by the City Manager or Executive Team are required to use City -managed
communications equipment and/or accounts, for the purposes of conducting City
business.
The issuance of equipment and accounts will be handled by the Information Services
Division. City managed accounts for purposes of email or mobile services (Outlook,
Apple ID, Google Account, etc.) are subject to IT data retention policies and shall be
used in all City issued devices. At no time shall users be allowed to disable, remove,
reset or update city managed accounts used for City -managed communications
equipment.
Only city -approved software may be installed in City -managed equipment. New
software may be considered for inclusion in the city -approved list by submitting a request
to Information Services Division along with the business justification for the use of the
requested software.
No Expectation of Privacv for Voicemail. Electronic Mail. and Text Messages:
The City does not randomly nor routinely monitor or intercept electronic communications
(voicemail, e-mail, text messages and Internet access) nor is any City officer, employee
agent or representative authorized to monitor or intercept any electronic communications
except under the following circumstances and for the following purposes:
City Of Anaheim Administrative Regulation 410
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Any activity necessary to the provision of service including, without limitation,
the maintenance or repair of any communications equipment or software, the
retrieval of lost messages, or for the protection of the rights and property of the
City;
2. Assistance to persons or entities authorized by law to intercept electronic
communication or to conduct electronic surveillance provided the City is provided
with or obtains a court order or other lawful authorization therefore;
3. Person is a party to the communication or one of the parties to the communication
has given prior consent to such interception.
4. The logging of statistical information concerning the use of or activity upon any
electronic communication system including, without limitation, Internet use
statistics and access information for individual users which statistical information
may be compiled and forwarded for management review.
5. Monitoring of communications with the public to assure the quality of public
service.
6. For purposes of capturing public records subject to data retention, and/or for
responding to a Public Records Request.
7. For purposes of monitoring and blocking of computer virus, malicious
software, or malware for causing damage to data and software and/or
compromising network operations and system security.
8. For purposes of investigating suspected misconduct by a City employee,
members of the City Council, support staff or contractors of the Mayor or
City Council, as approved by the City Attorney's Office.
9. Any other purpose as authorized by any provision of law.
Consequently, no voicemail, e-mail, text message or Internet communication should be
regarded as personal, private or confidential.
Violations -
Misuse of City communications equipment and software is a violation of this regulation
and will result in disciplinary action up to and including dismissal from employment.
Public Records:
Under some circumstances, communications sent by e-mail or voicemail may be subject
to public disclosure under the Public Records Act or by litigation. See AMC Section
1.10.070 regarding electronic communications.
City Of Anaheim Administrative Regulation 410
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Responsibility
This regulation applies to anyone using or accessing the City of Anaheim's
communication equipment.
Attachments: None