King County
Administrative Policies and Procedures

Executive Orders, Policies & Procedures

Title: E-mail Usage

Document Code No.: INF 8-5 (AEP)
Department/Issuing Agency: Executive - Information Resource Council
Effective Date: September 1, 1998
Approved: /s/ Ron Sims
Type of Action: New

1.0 PURPOSE:

To establish policies for use of County property for e-mail services, while protecting County security and assets.

This policy addresses internal County e-mail, Internet e-mail, and other external e-mail. The policy is based on the expectation that e-mail users will exercise common sense and discretion in the use of e-mail.

The use of e-mail is similar to the use of the County telephone, and the same guidelines for the use of e-mail, in the context of non-County business, should be followed. However, the content of an entire e-mail message, including attachments, is most analogous to a letter or official memo rather than a telephone call, because a record of the contents of the email may be preserved by the sender, recipient, any parties to whom the e-mail may be forwarded, or by the e-mail system itself. It is important also to remember that once an e-mail message is sent, the sender has no control where it may be forwarded. Deleting a message from the user's computer system does not necessarily delete it from the system. E-mail users are advised that e-mail communications are not subject to personal privacy and may be disclosed pursuant to public disclosure laws and rules of discovery in the event of lawsuits.

2.0 POLICIES:

2.1 General Use of the E-mail
2.1.1 E-mail is to be used to conduct official County business.

2.1.2 The use of County equipment for personal gain, personal business, commercial advantage, solicitation for any person or non-profit, advocacy of a cause or special interest, political advantage, or any unlawful purpose is prohibited.

2.1.3 Large attachments (over one megabyte) to e-mail messages should be avoided; other means of distribution should be used.

2.1.4 Countywide messages are reserved for officially approved King County publications. Contact the ITS Help Desk to arrange for distribution of global e-mail messages.

2.1.5 It is the responsibility of each user to maintain the security of the e-mail system by not leaving computers unattended when the e-mail system is active and by not sharing-passwords.

2.1.6 Incidental personal use of e-mail which is infrequent or brief in duration is allowed unless specifically prohibited by agency policy or the content of the e-mail otherwise violates this policy.

2.1.7 Use of e-mail for social communications, which improve organizational effectiveness or serve department goals, is allowed.

2.1.8 Messages identified as "Attorney Client Privileged Communication" or "Confidential" shall not be forwarded to others unless discussed with the author of the e-mail communication.

2.2 Content of E-mail

2.2.1 All communications written or forwarded via e-mail should be professional, appropriate, and lawful as further explained in the Etiquette Guidelines.

2.2.2 Personal opinions or preliminary observations should be clearly identified as such.

2.3 Scope

2.3.1 This e-mail policy applies to all Executive branch e-mail users who are provided access to the King County e-mail system.

2.3.2 Third parties should only be provided access to the County e-mail system as necessary for a business purpose with the County and only if all applicable rules are followed.

2.3.3 This policy applies to e-mail sent via the County's internal e-mail system or via the Internet using County resources.

2.3.4 Messages related to medical records or conditions, performance, or discipline should not be sent on the e-mail system.

2.4 Penalties

2.4.1 Executive branch e-mail users who misuse e-mail privileges shall be disciplined in accordance with the Personnel Guidelines, applicable collective bargaining agreements, and/or other applicable rules or laws. Violation(s) of the e-mail policy may be grounds for dismissal, contract termination, or revocation of e-mail privileges. In addition, violations of this policy or misuse of the e-mail system may be referred for criminal prosecution.

2.4.2 Contractors and consultants who are in violation of this policy may be removed from the e-mail system and/or have their contract terminated. In addition, other legal remedies may be pursued.

3.0 PROCEDURES:

N/A.

4.0 DEFINITIONS:

4.1 Discovery: Requests for information by a party to litigation.

4.2 E-mail: Electronic mail; messages and any attachments that are sent by means of electronic mailing systems such as Microsoft's Exchange (or Microsoft's Outlook) or the e-mail provided by most web browsers.

4.3. Global Message: A message sent to all individuals on the e-mail system, or specific groups on the e-mail system.

4.4 Internet Mail: Electronic mail sent or received over the Internet

4.5 Lawful: An act which is in compliance with existing federal, state or local laws

4.6 Personal Business:

4.6.1 Any use from which an individual derives personal gain or advantage.

4.6.2 Any use involving the advocacy, solicitation, or support of social causes or groups outside the scope of official duties.

4.6.3 Any use for political purposes, inconsistent with existing federal, state or local laws.

4.7 Public Disclosure: Requests by a person for records held by a public agency, including King County as described in RCW 42.17

4.8 User: Anyone who uses, has permission to use, or is assigned an e-mail account for the King County e-mail system

4.9 Web Browser: Software used to access and navigate the world wide web.

5.0 RESPONSIBILITIES:

5.1. Agencies are responsible for informing e-mail users in the proper use of e-mail. The "Etiquette Guidelines for Using King County E-mail" can be used to assist in the education of staff.

5.2. The King County Board of Ethics offers additional guidance on permitted use of e-mail for all County e-mail users.

6.0 ORGANIZATIONS AFFECTED:

All Executive branch users.

7.0 REFERENCES:

7.1. King County Board of Ethics Advisory Opinions 95-1-1106 and 96-08-1146.

7.2. Etiquette Guidelines for Using King County E-mail.

7.3. King County Code of Ethics Subsections 3.04.020 (A), (B) and (E).

7.4 Public Disclosure Act RCW Chapter 42.

7.5 INF 17-1 (AEP) Executive Policy on Public Disclosure.

8.0 KEY WORDS:

E-mail, Web Browser.

9.0 APPENDICES:

None.