09-685 City Fax Copy Machines and ComputersCITY OF MERIDIAN RESOLUTION NO. 09- b k5
BY THE CITY COUNCIL: BIRD, HOAGLUN, ROUNTREE, ZAREMBA
A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF
MERIDIAN TO AMEND THE CITY OF MERIDIAN STANDARD OPERATING POLICY
AND PROCEDURE MANUAL REGARDING NUMBER 6.2.2 -USE OF CITY FAX AND
COPY MACHINES, AND COMPUTERS; AND PROVIDING AN EFFECTIVE DATE.
BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF MERIDIAN, IDAHO
WHEREAS, the Mayor and City Council have authority over the operations, polices, and
procedures for the City of Meridian;
WHEREAS the City has previously approved a Standazd Operating Policy and Procedures
Manual in 2002 for application to all employees of the City;
WHEREAS the City Council may amend the Manual from time to time as necessary to
incorporate changes as needed;
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF
THE CITY OF MERIDIAN, IDAHO AS FOLLOWS:
SECTION I. The City of Meridian Standard Operating Policies and Procedures Manual is
hereby amended as to Policy 6.2.2 -Use of City Fax and Copy Machines, and Computers; a copy
of said policy is attached and incorporated by reference as Exhibit "A".
SECTION 2. This Resolution shall be in full force and effect upon adoptionan"_d approval.
ADOPTED by the City Council of the City of Meridian, Idaho, this lv day of
~~,-~~pQ,L , 2009.
APPROVED by the Mayor of the City of Meridian, Idaho, this ~ day of
(~~~~ ~, 2009.
APPROVED:
Mayor
~~~~
ATTEST: ~~y "~~~~v/q %~
By: ~`~(SEAL)
Jaycee .Holman, City Clerk SEAL
~ 90~'
CITY OF MERIDIAN POLICY AND PROCEDURES MANUAL AMEN~,~n E~ , T (f~Z.2 -
USE OF CITY FAX AND COPY MACHINES, AND COMPUTERS - 2ti"'~ ~'OUN-Iy ~ \ `~\\
~~~nn n m n u"``\`\~.
CITY OF MERIDIAN
STANDARD OPERATING POLICY AND PROCEDURE
NUMBER 6.2.2
SUBJECT: USE OF CITY FAX AND COPY MACHINES, AND COMPUTERS
PURPOSE: To outline specific guidelines regarding the use of City-owned equipment
such as fax and copy machines, computers, etc.
POLICY: Asper SOP 6.2, all City-owned equipment shall be used for the purpose of
meeting the City's operational and business purposes. No unauthorized
personal use of City equipment shall be allowed.
AUTHORITY & RESPONSIBILITY:
Supervisors and Department Directors aze responsible to ensure that all
City-owned equipment and resources within their azeas of responsibility
aze used for business purposes.
PROCEDURES AND RELATED INFORMATION
GENERAL OFFICE EQUIPMENT AND MACHINES
Fax, copy, and other machines are to be used for business purposes.
II. COMPUTERS
A. Computers aze to be used for business purposes. All computer equipment,
including but not limited to records, sofrwaze, and equipment is City
property.
B. The City shall have the right to monitor the use of such property at any
time. Users shall not have any expectation of privacy as to the use of City
computers including but not limited to a-mail communications and
Internet information that is drafted, accessed, received, sent, forwazded,
copied or downloaded. Nothing contained on City computers shall be
deemed private or confidential to the user.
C. The City, at all times, reserves the right to conduct searches and
inspections and otherwise monitor all computer-related information, data,
communications, all files stored in City networks owned or leased by the
City, or on any other storage medium provided by the City for City
business including but not limited to floppy disks, tapes, and compact
disks in order to monitor compliance with this policy.
D. Employees aze not to place personal copies of sofrwaze or data on any City
computer without prior authorization.
E. The City may remove any unauthorized program, file, or data on a city
computer at any time without notice to the user.
IV. VOICE MAIL
A. The City's voice mail systems aze designed to increase productivity and
efficiency, and should be used accordingly. When using voice mail,
employees aze required to be courteous and respectful.
B. Passwords should be kept confidential. Department Directors may have a
list of all employee passwords within the department. Passwords may be
changed to maintain security.
C. The City may randomly monitor messages to determine whether any
unauthorized persons are using the system, or whether any violations of
City policy have occurred.