Internet and E-Mail Policy
Metro has had a long-standing need for an Internet and electronic mail (e-mail) policy in order to help provide direction to employees who use the Internet and e-mail while at work. Additionally, Tennessee State Law requires Metropolitan Government to have a written policy regarding electronic communication. E-mail is considered a public record under the Public Records Law and may be subject to public viewing. This policy affects all employees in Metro who have Internet and e-mail access. (The Internet and E-mail Executive Order is posted on Metro's website.)
Any written communication must be carefully considered so that it is not misunderstood. E-mail is not necessarily a private form of communication and it is unknown who may see your messages, and to whom they may be forwarded. E-mail is not like a telephone call. Your e-mails are easier to monitor and generally provide more detailed information. E-mail is not like a letter in an envelope. The contents of your message are out in the open; they are not confidential. E-mail is more like a postcard: Someone can see exactly what you've said or it can be delivered to the wrong address. Your e-mail message can be forwarded or printed, or even stored in your directories, or the directories of the person who receives them. Also, your e-mail messages are stored on system back-up tapes, which are saved for long periods of time. E-mails can and have be subpoenaed by courts or can be demanded under open records laws. This means that e-mails that you send can be used against you or published.
The policy addresses issues of privacy and responsible use of the Internet and e-mail system. It defines both acceptable and unacceptable use and gives examples. It explains that while e-mail and the Internet are useful tools that can help you in the workplace, there are guidelines that must be followed. This policy outlines personal responsibilities regarding prohibited use of Internet and e-mail such as:
- sexually oriented material
- threatening, offensive or harassing messages
- racially or ethnically offensive material
- junk mail, spam or chain letters
It will also educate employees that Internet and e-mail communications are subject to the same laws, rules and regulations as any other type of office communications. As with any Metro-provided resource, the use of the Internet and e-mail should be limited to legitimate Metro business. Internet and e-mail usage is governed by rules of conduct similar to those that apply to the use of other resources, such as the telephone.