Board
of County Commissioners
Escambia County, Florida
Title:
Computer Equipment Usage Policy
Date Adopted:
June 23, 1998
Effective Date:
Reference:
Policy Superseded:
THIS POLICY sets forth procedures for the use of Computer
Equipment (hardware, software, data, and peripherals) that
is owned or operated (through license or otherwise) by Escambia
County. This policy covers all County employee usage of Computer
Equipment, including preparation of documents, spreadsheets,
E-mail and similar materials, and access to online services
(i.e. the Internet). All employees using Computer Equipment
are required to read and comply with this policy. By using
any item of Computer Equipment, County employees consent to
all provisions of this Policy.
1. COMPUTER EQUIPMENT
All employees using Computer Equipment shall use the equipment
in compliance with this policy and for business purposes.
Violations of this policy can result in disciplinary action
up to and including termination of employment or contract,
and may subject the violator to legal liability for improper
use. The listing of acts prohibited under this policy shall
include the following: (1) allowing Computer Equipment to
be use by unauthorized persons; (2) operating or installing
any privately-owned hardware or software on Computer Equipment;
(3) installing any software on Computer Equipment without
County authorization; (4) operating or storing any data of
Escambia County on unauthorized hardware or software, and
(5) using Computer Equipment in attempting to access or to
access outside services (i.e. the Internet) without County
authorization.
2. MICROCOMPUTER SOFTWARE
Escambia County purchases and licenses the use of copies of
computer software from a variety of private companies. Escambia
County does not own the copyrights to this software or its
related documentation and, unless it is authorized by the
software developer, Escambia County does not have the right
to reproduce any copyrighted software for use on more than
one County computer. On local area networks or multiple machines,
Escambia County employees shall use the software only in accordance
with the license agreement for that software. Any Escambia
County employee with knowledge of any misuse of software shall
notify his or her department manager or the Escambia County
Attorney’s office.
Escambia County does not condone the illegal duplication of
software. According to the U.S. copyright law, persons illegally
reproducing software can be subject to civil damages up to
$100,000 per work copied, and criminal penalties, including
fines and imprisonment. Escambia County employees who make,
acquire, or use unauthorized copies of computer software shall
face disciplinary action which is deemed appropriate under
the circumstances. Such disciplinary action may include termination
of an employee’s employment.
3. ELECTRONIC MAIL (E-MAIL) AND ONLINE SERVICES
Electronic mail (E-mail) is defined as an office communications
tool where electronic messages are prepared, sent, and retrieved
on personal computers. Online services (i.e. the Internet)
are defined as a communication tool where business information,
reference materials, and messages are sent and retrieved electronically
on personal computers.
Because of the unique nature of E-mail and Internet usage
and Escambia County’s desire to protect its interests with
regard to its electronic records, the following rules have
been established to address E-mail and Internet usage.
4. PUBLIC RECORDS E-MAIL
All E-mail that is sent and received in connection with official
County business is a public record under Florida law including
any attachments or embedded “objects.” E-mail users shall
print official public record copies of certain E-mail messages
to safeguard them. Deleting a public records E-mail message
which
has not been preserved on paper as a public record may be
a violation of this policy and Florida law.
As official County records, E-mail and Internet records are
subject to disclosure to law enforcement or government officials
or to other third parties through public records requests,
subpoenas, or by other legal processes. Employees should ensure
that the business information contained in E-mail and Internet
messages is accurate, appropriate, and lawful. E-mail messages
and Internet records are to be treated like shared paper files,
with the expectation that anything in them is available for
review by authorized Escambia County representatives. E-mail
and Internet messages sent by employees may not necessarily
reflect the views of Escambia County or its elected or appointed
officials.
5. SENDING E-MAIL
The computer Equipment usage policy requires that E-mail users
print a copy of all public records E-mail messages that are
originated and sent to another individual, whether inside
or outside the County, and then file the copies as they would
ordinarily be filed as internal memos or external correspondence.
This means that an E-mail message, if it pertains to a specific
matter, may be filed in a case file. Alternatively, it may
be filed in a general E-mail folder maintained either for
yourself or your work group. (You may wish too consult your
supervisor about your unit’s filing policy). The most important
thing is that the County must be able to retrieve any public
records E-mail messages should a public records request be
made.
6. RECEIVING E-MAIL
As a County employee, you are not responsible for printing
copies of E-mail messages you receive from others in the County
unless the messages pertain to public records E-mail. However,
you are responsible for printing and maintaining copies of
E-mail that you receive from external sources including, but
not limited to, the Internet, computer information services,
and other state network connections.
If you wish to have support staff assist you in printing public
records E-mail messages, you might consider routinely “copying”
that person in all E-mail that you originate. If your public
records E-mail message includes a file attachment, it too
is likely to be a public record which must remain in the custody
of the County.
7. GENERAL E-MAIL POLICY
Escambia County owns the computer and software of the E-mail
and Internet systems and permits you to use them in the performance
of your employment duties. All E-mail and Internet records
are official County records and should be transmitted only
to individuals who have a business need to receive them. The
E-mail, Internet, and other information systems of Escambia
County shall not be used in a way that is disruptive, offensive
to others, or harmful to morale. There shall be no display
or transmission of sexually explicit images, messages, or
cartoons, or any transmission or use of E-mail communications
that contain ethnic slurs, racial epithets, or anything that
may be construed as harassment or disparagement to others
based on race, national origin, sex, sexual orientation, age,
disability, or religious or political beliefs. The E-mail
and Internet systems shall not be used to solicit or proselytize
others for commercial ventures, religious or political causes,
outside organizations, or other non-job-related solicitations.
Escambia County’s E-mail and Internet systems are intended
to be used for business purposes only; however, use for educational
and personal development purposes is permissible within reasonable
limits. Abuse of the E-mail or Internet systems, through excessive
personal use, or use in violation of applicable laws or County
policies, shall result in disciplinary action, up to and including
termination of employment. While Escambia County does not
intend to regularly review employees’ E-mail and Internet
records, employees have no right or expectation of privacy
in E-mail or Internet communications and the County expressly
reserves its right to disclose employee E-mail messages or
Internet records without notification to or permission of
the employee. As a condition of initial and continued employment,
all employees consent to Escambia County’s review and disclosure
of employee E-mail messages and Internet records.
For the purposes of preserving County Internet-related resources,
no sound files, video files, or software may be downloaded
from the Internet without your supervisor’s explicit prior
verification of the official County need. Subscription to
and/or participation in Internet, E-mail, or browser-based
Usenet newsgroups also requires authorization from your department
supervisor.
Employees are also reminded that log on and other passwords
may not be shared with any third party, nor may they be shared
with another employee, unless such password(s) is requested
by an authorized management official of Escambia County. County
personnel conducting Internet research that is confidential
by law and/or attorney work product in nature should be aware
that: (1) all home pages now have the ability to record visitors
to the site and identify them at least by the agency, if not
to the individual level, and (2) independent online repositories
collect many Usenet and newsgroups postings for permanent
retention and this data may be searched by third parties to
identify authors by name and agency and to assemble profiles
of all posting by a single author.
8. EMPLOYEE SIGNING CLAUSE
I have read the Computer Equipment Usage Policy Statement
and agree to abide by its provisions and uphold its policies.
I understand that I have no expectation of privacy in any
Computer Equipment usage, electronic messages, reports, or
documents written or received by me, and I understand that
violation of the provisions stated in this policy may result
in disciplinary action, up to and including termination of
my employment. Violations of local, state, and federal laws
may carry additional penalties.
Name:
Job Title:
Signature:
Date:
