Taney County

Taney County recognizes that the use of the computer, e-mail and the internet is of utmost importance for expedient communications, both internally and externally. The County views the legitimate use of e-mail and the internet system as potentially enhancing a large number of its functions and services being provided to the public. This policy is to insure the responsible and acceptable use of these resources. This policy applies to all Employees, Contractors, Volunteers and other individuals who are provided access to these systems.

Email: E-mail may only be used for County related business messages between Taney County and all other business relationships such as Customers, Vendors, other Counties, etc. during the work time of an Employee.

E-mail is not to be used for personal correspondence during the work hours unless an emergency arises, or as directed and allowed by the Employee’s Elected Official or Department Head, or during the Employee’s noted lunch break. However, a personal email should not be sent County-wide in regards to yard sales, garage sales, a get together, fund- raisers, etc. (An exception would be fundraisers for fellow co-workers in need.)

Taney County Employees may not send any type of email from the County System for the use of political purposes, promotions, or in support of any candidate, any political party, any amendment, etc. We understand that Employees cannot control emails that are sent to them from outside the County regarding the topics in this paragraph. However, an Employee receiving any outside emails related to these topics should inform Information Systems and then delete the email.

It is suggested that current employees and new hires receive training by the Information System’s Department on how to recognize SPAM.

Internet: Internet usage is to be limited to work related activities. By keeping internet usage down, it will help to avoid additional charges that would be attached.

Taney County recognizes that the Internet is a valuable business resource tool. However, to prevent problems that can cause e-mail and/or the network to be down for long periods of time, Internet downloads are not permitted on County computers. This includes music, videos, and pictures not related to the County, since these are the types of files that are known for carrying viruses that can cripple our network, including e-mail. Taney County reserves the right to monitor e-mail and internet traffic on all County owned computers in order to track email and internet usage and to ensure certain types of files are not being downloaded or viewed on County computers.

All data and other electronic messages within this system are the property of the County. This includes all of the material and information created, transmitted or stored on this equipment.

There should be no expectation of privacy for any of the material or information. All users must realize that material or information that has been deleted can be retrieved and viewed by others. That also includes any e-mail that has been deleted.

An outlined list of usage for different computer programs for all Employees of Taney County is listed below:

Internet Usage:

1. Internet use is for work related purposes.
2. Internet use is subject to being monitored and reviewed to insure that policy standards are maintained.
3. Constant streaming media is not allowed unless needed for County business. Examples of constant streaming are: Internet Radio Stations, Video News, Weather Bug, etc.
4. No software or programs may be downloaded from the Internet.
5. Browsing of restricted content web sites is prohibited such as pornographic material. The County has blocked access to web sites which contain pornographic material. If the Employee finds a new site that has not yet been blocked, the Employee is required to report such sites to Information Systems immediately.
6. Violation of Copyright laws is strictly prohibited.

Software:

1. Do not install any software on your workstation. This includes installations from the Internet, floppy disk, CD, or other media types.
2. For security purposes, Napster or other peer to peer file sharing software is strictly prohibited. ICQ, AOL, Instant Messenger is to be used only for County related purposes. The Information Systems Department must approve all non-Windows screen savers.
3. All requests for additional software must be approved with the Information Systems Department.

Hardware:

1. Do not install any hardware without first consulting the Information Systems Department
2. No personal computer accessories may be used on County owned computers, i.e. speakers, mice, keyboards, monitors, personal data assistants (Visor, Palm, Casio, Blackberry, etc.) without first consulting, and the approval of the Information Systems Department. If a special accessory is needed, or needs to be installed, please obtain approval through the Information Systems Department

Network:

1. No home or Employee’s personal computer or other device may be connected to the County’s network without approval of the Information Systems Department
2. No hacking or scanning for network vulnerabilities is permitted

E-mail:

1. Do not forward virus alerts, chain letters or similar e-mails
2. Never open e-mail attachments from sources you do not know
3. Do not subscribe to newsletters or other mailing lists that are not work related

File Storage:

1. Unapproved files include mp3’s, video clips, or a large number of personal photos
2. All important work related files and documents should be stored on the network where they can be backed up daily. Consult the Information Systems Department to set up storage space on an appropriate network drive for these types of files
3. Keep your local drive file storage area clean of temporary or outdated files. If you need assistance in doing this, please check with the Information Systems Department

It is the policy of Taney County that all County passwords, personal passwords, alarm codes and door cipher codes be secure at all times. This policy is in place in order to maintain security where needed at all times.

It is the policy of Taney County for our Employees to conduct business in a professional manner. Therefore, the use of the County phone should be used primarily for business use. However, we know there are times when an emergency arises and an Employee needs to make a personal call. These calls should be approved by an Elected Official or Department Head. They should be infrequent and brief. Employees will be required to reimburse the Treasurer for any long-distance, toll call charges resulting from their personal use of the telephones. Non-emergency calls should be made on breaks or at lunchtime. The mail system is reserved for County purposes only.

It is a violation of state law for offices to establish a policy that Employees may use the County postage meter or telephone system for personal business, and then put cash into an office pool to pay for such usage. No County money can be retained by any office – all reimbursements to the County must be made to the County Treasurer, and you must obtain a receipt for the reimbursement.

Because of the number of thriving online communities, social networking has become an important form of personal communication. Social media includes blogs, podcasts, message boards, news Web sites, content-sharing sites like YouTube, and social networking sites such as Linkedin, Facebook, MySpace and Twitter, etc.

The fundamental rules of the road are simple: County policies and standards apply to both the physical and virtual communication world. This policy covers two areas of Employee online conduct:

1. Maintaining personal blogs/social networking sites and posting to existing blogs/social networking sites and posting to existing blogs
2. Blogging as an identified Employee supporting the County

Using Social Media as an Individual: When using social media as an individual, you are still an Employee of the County. As a result, what you say, and how you say it, reflects on the County. Readers may connect your personal life to your professional life, so your use of social media should be consistent with your role as an Employee. Authors of personal blogs must use a disclaimer making it clear that the views expressed are theirs alone and don’t necessarily reflect those of the County. The following disclaimer is recommended for use with all blogs created by Employees of the County: “Everything posted on this blog; site or page is my opinion and does not necessarily reflect the views of my employer.”

Blogging as an Identified Employee of the County: There may be occasions when it’s appropriate for you to blog or post social media content on behalf of the County. Before doing so, you must first receive authorization from the Department Head or Elected Official. That includes any effort you might make to defend or promote the County.

Social Networking, Social Media and Interaction with the Blogosphere: When authorized to interact with blogs in a professional capacity, Employees should uphold the principle of transparency. When posting professionally, you must identify yourself as a County Employee.

Respectful and considerate postings: Blogs and other social media are global communications. Search engines make much of this information easily accessible. Be thoughtful and professional with all that you post.

Media inquiries/coverage: Blog postings can generate media coverage or significant traffic on a site. Per County policy, refer all questions regarding the County to the Department Head or Elected Official.

On your own time: All time spent on personal blogs or other social media channels must not interfere with work commitments.

The purpose of this policy is to inform County Employees and Department Heads of the requirements and responsibilities for managing, protecting and disposing of electronic records. It pertains to the legality, retention, safeguarding, backing up and future accessibility of electronic records.

Taney County recognizes that electronic records, including electronic messages may constitute a public record like other documents subject to disclosure under Section 610 of the Revised Statutes of Missouri, or other laws, or as a result of litigation.

In addition, electronic messages may constitute County public records to be subject to the Sunshine Law.

Any information, minutes, files, accounts or other records which a governmental body is required to maintain, and which must be accessible to scrutiny by the public. This includes the files of most legal actions. A court will take “judicial notice” of a public record (including hearsay in the record) introduced as evidence.

The electronic records retention policy set forth herein applies to all Employees of the County and applies to all electronic records that are made or received in the transaction of County business. Examples of electronic records include, but are not limited to: electronic messages created using email and other new or emerging communication technologies, word processing documents, spreadsheets and databases.

County departments are encouraged, when possible and appropriate, to use all available electronic technologies that increase efficiency, reduce expenses or improve the methods to process, handle, retrieve, transmit and retain County records and information.

Maintenance and disposal of electronic records, as determined by their content, is the responsibility of the creator and/or receiver of the record and must be in compliance with the County’s approved records retention and disposition schedules. Failure to properly maintain electronic records may expose the County and individuals to legal risks.

The Elected Official or Department Head of an office is responsible for ensuring compliance with the County’s records retention requirements. When an Employee leaves a department or the County, the Elected Official or Department Head is responsible for ensuring the separating Employee’s records are properly transferred to a new individual.

Work-related email is a record, and must be treated as such. Email is meant to encompass all forms of electronic messaging such as instant messaging and all other current and emerging communication technologies. Each email that does not meet the definition of a record (e.g., personal email, or junk email, etc.) should be deleted immediately from the system.

The County’s email servers are NOT intended for long-term records retention. Email messages and any associated attachment(s) may either be retained electronically on retrievable media or printed and filed with their electronic or paper equivalents. The printed copy of the email must contain the following header information:

• Who sent the message
• To whom the message was sent
• Date and time message was sent
• Subject

When email is used as a transport mechanism for other record types, such as word processing documents or spreadsheets, it is possible, based on content, for the retention and disposition periods of the email and the transport record(s) to differ. In this case, the longest retention period shall apply.

Departments must safeguard all electronic records to insure that individuals do not alter, erase or in any way change the content of the record for fraudulent purposes. In addition to safeguarding against deliberate tampering with records, departments must also guard against storage media deterioration and rapid technology changes that can leave electronic records inaccessible over a period of time because of hardware or software obsolescence.

To eliminate the possibility of creating a situation where information can no longer be retrieved, departments must make provision for future accessibility by migrating all electronic records, including email records, when there are major changes to the next generation of hardware or software; or migrating only current electronic records to new hardware or software, and converting records not migrated to “Human Readable Form”.

All County electronic records that are considered vital records, archival records (example: general correspondence), or any other information requiring retention must be retained in such a manner to insure availability to the County for as long as needed in future years.

County Information Technology departments perform backups on a regular schedule of the email and electronic files stored on central servers for disaster recovery. These backups are to be used for system restoration purposes only. The IT system administrators are not responsible for the management, retention and disposition of messages or records which may be included in such backups.

To insure the County always has the necessary electronic records available to conduct County business, operations and other functions, County departments will backup all electronic records and databases not backed up by County IT departments at appropriate time periods and in an appropriate manner to insure that electronic records and databases are always protected from accidental or deliberate loss.

Different backup media (floppy diskettes, CDs, DVDs, reels, cassettes, optical disks, and disk paks) retain information for different periods of time before deterioration of the information may begin. The longer the backup media will be retained without replacement of information, the more stable the backup media needs to be.

When litigation against the County or its Employees is filed or threatened, the law imposes a duty upon the County to preserve all documents and records that pertain to the issue. As soon as County Counsel is made aware of pending or threatened litigation, a litigation hold directive will be issued to the applicable Employees. The litigation hold directive overrides any records retention schedule that may have otherwise called for the transfer, disposal, or destruction of the relevant document, until the hold has been lifted by County Counsel. Email and computer accounts of separated Employees that have been placed on a litigation hold by County Counsel will be maintained by the Information Technology department until the hold is released.

No Employee who has been notified by County Counsel of a litigation hold may alter or delete an electronic record that falls within the scope of the hold. Violation of the hold may subject the individual to disciplinary actions, up to and including dismissal, as well as personal liability for civil and/or criminal sanctions by the courts or law enforcement agencies.

Note: Electronic messages and their attachments are subject to discovery during litigation, governmental investigations, and audits, or if a FERPA request has been made. During litigation, electronic messages and their attachments are subject to discovery in the same way that paper, film, and other information is subject to discovery or access.

Missouri Statutes, Chapter 109, Section 109.120 specifically permits the use of electronic records for the retention of public records. Section 109.130 specifies, “Such reproductions of the original record shall be deemed to be an original record for all purposes provided that the reproduction is equal in resolution to microfilm produced under those standards set forth in Subsection 4 of Section 109.241 and shall be admissible in evidence in all courts or administrative agencies.” Section 109.241 requires that microfilm images must be able to produce an accurate visible image on demand. Therefore, the same requirement applies to any form of electronic record.

Electronic messaging correspondence as a record is defined by Missouri State and Local Records law, RSMo. 109.200 to 109.310, and public records defined by the Missouri Sunshine Law, RSMo. 610. The Secretary of State’s Office has published Guidelines for Managing E-mail Records and makes the following statement: “If an e-mail correspondence is determined to be a record, then it must be maintained within a recordkeeping system. Agencies are strongly encouraged to implement an e-mail policy that covers usage, content, public access, privacy, and records retention”.

All policies applied generally at the County are expressly applicable to the electronic environment. Relevant institutional policies include, but are not limited to: REFERENCES INCLUDE BUT ARE NOT LIMITED TO:

• Section 109 RSMo: Public & Business Records
• Section 51.120 RSMo: Clerk Duties
• Section 51.130 RSMo: Official Commission Reports
• Section 610 RSMo: Governmental Bodies and Records
• Section 610.028 RSMo Missouri Sunshine Law
• Missouri Secretary of State’s Office: Guidelines, Managing E-Mail Records