HomeMy WebLinkAboutResolutions - 2014.10.23 - 21548MISCELLANEOUS RESOLUTION # 14250 October 23, 2014
BY: HUMAN RESOURCES COMMITTEE, JOHN A. SCOTT, CHAIRPERSON
IN RE: INFORMATION TECHNOLOGY — ADOPTION OF THE AMENDED OAKLAND COUNTY ELECTRONIC
COMMUNICATION POLICY
To The Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS The means and methods of electronic communications change at a rapid pace, and from time
to time policies governing such communications must be amended; and
WHEREAS Corporation Counsel, Information Technology, and Human Resources have collaborated to
amend the attached Electronic Communication Policy.
THEREFORE BE IT RESOLVED that the attached amended policy be adopted by the Board of
Commissioners and the Human Resources Department Distribute copies of the Oakland County Electronic
Communications Policy to all County employees, who will acknowledge receipt.
Chairperson, on behalf of the Human Resources Committee, I move the adoption of the foregoing
resolution.
HUMAN RESOURCES COMMITTEE
Motion carried unanimously on a roll call vote with Runestad and Jackson absent.
Because no electronic co MOM
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OAKLAND COUNTY ELECTRONIC COMMUNICATIONS POLICY
POLICY STATEMENT
The Oakland County electronic communications system includes but is not limited to
facsimiles, voicennail, computers and their hard drives, electronic mail ("e-mail"), the
computer network,- and the Internet, and any other county owned electronic device
capable of sending or receiving electronic data. An electronic communication is
information sent over the electronic communications system including but not limited to
messages left on voice mail, e-mail messages, information received and sent over the
Internet, and data and files maintained on the network and on individual computers.
The electronic communications system is designed to facilitate County business and
communication between employees and other business associates. To remain
competitive and better serve our citizens and taxpayers, Oakland County encourages
the use of its electronic communications system.
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1. NO EXPECTATION OF PRIVACY
The electronic communications system is the property of Oakland County and is
intended for County business. All data and electronic communications within the
electronic communications system is the property of Oakland County. The system is not
to be used for personal gain or to support or advocate non-county related business or
purposes.
Persons using the electronic communications system have no expectation of privacy.
The confidentiality of any electronic communications created, transmitted, received,
deleted, or stored in the electronic communications system should not be assumed. The
electronic communications may be retrievable even if deleted from the electronic
communications system. Oakland County has the ability to monitor the electronic
communications system under the direction of the Human Resources Department and
Corporation Counsel for violations of federal or state law, Oakland County's Merit
System Rules, this policy, and other County policies.
Employees who are terminated or laid off have no right to the contents of their electronic
communications and are not allowed access to the electronic communications system.
All electronic communications are subject to federal and state law and Oakland
County's Merit System Rules including but not limited to the Open Meetings Act, MCL
15.261 - 15.275, and the Freedom of Information Act, MCL 15.231 -15.246.
Issued: -Novereber-October2014 Page 1 of 3
OAKLAND COUNTY ELECTRONIC COMMUNICATIONS POLICY
POLICY STATEMENT
Persons using the electronic communications system are not authorized to retrieve or
read any communications that are not sent to them, unless authorized to do so. Further,
electronic communications shall not be used to hide the identity of the sender or
represent the sender as another person. Each employee is hereby notified that any and
all electronic communications may be subject to monitoring, retrieval and access by
authorized Oakland County personnel under the direction of the Human Resources
Department and Corporation Counsel.
2. INFORMATION ON PASSWORDS
Users are responsible for securing their password(s) and shall not share their
password(s) with anyone, nor shall they allow unauthorized access to the County
electronic communications system. If a user discloses their password or suspects that it
has been compromised, they are responsible for changing their password immediately.
Contact the Service Center at Information Technology for appropriate procedures. An
employee may be directed by their supervisor and/or the Department of Information
Technology to provide them with the login and password information to an external
social networking Web site or Web-based external service that is created, maintained
and/or used for departmental and/or County purposes.
While users have a password or passwords to gain access and conduct business on
electronic communications systems, the electronic communications system is not
confidential and information created, transmitted, received, deleted, or stored in these
systems may be retrievable by persons other than the creator.
3. PROHIBITED USES
Electronic communications may not be used for circulation of non-County sponsored
or affiliated functions, activities, programs, or policies; solicitation of funds or sales; to
convey political messages; to defame individuals; or to convey messages or images
that would violate federal or state law, the County's Merit System Rules, and other
County policies including but not limited to the County policy that strictly prohibits
illegal discrimination and harassment. Employees are also prohibited from sending
County-wide electronic communications using the County's network/e-mail system to a
large group (large group is defined as 100 persons or more) without the approval of
department management. Additionally, all large-group electronic communications
(County-wide "broadcast" e-mail messages) to be sent using the County's network/e-
mail system must be sent to the Department of Information Technology for
distribution. E-mails and/or text messages sent using Oakland County's approved
third-party vendor system(s) may be sent by an employee to any number of people
provided the e-mail and/or mobile device addresses reside within the vendor system
(not within the County's network or on a County server) and the employee has been
trained and is authorized to send electronic communications on behalf of the
department and/or County.
I issued: Novemter-October2014 Page 2 of 3
OAKLAND COUNTY ELECTRONIC COMMUNICATIONS POLICY
POLICY STATEMENT
4. INTERNET
The Internet provides Oakland County with significant access and dissemination of
information outside of the County. The use of the County Internet system is intended for
County business. Internet messages are capable of being forwarded without express
permission of the original author. Therefore, users must use caution in the transmission
and dissemination of messages outside of the County, and must comply with federal
and state law and the Oakland County Merit System Rules, this policy and other
applicable County or departmental policies.
5. APPLICABILITY TO EMPLOYEES, PART-TIME EMPLOYEES,
CONTRACTORS AND OTHER USERS
This policy applies to all employee (full or part-time), contractors, volunteers, and other
individuals who are provided access to Oakland County's electronic communications
system. Contractors and third parties should only be provided access to the electronic
communications system as necessary for their business purpose with the County, and
only if they abide by all applicable rules set forth in this policy. Contractors and third-
party users who are in violation of this policy may be removed from the electronic
communications system andlor have their contract revoked. In addition, other legal
remedies may be pursued.
6. ENFORCEMENT OF POLICY
The Department of Information Technology has the ability to monitor the electronic
communications system under the direction of the Human Resources Department and
Corporation Counsel. Employees who observe a violation of this policy should bring it to
the attention of their immediate supervisor or manager. Supervisors or managers who
receive a complaint or observe a violation of this policy shall investigate the matter and
determine the appropriate action. Questions related to this section should be referred to
the Labor Relations Unit.
7. PENALTIES
Employees found to have violated this policy may be subject to disciplinary action up to
and including dismissal from employment pursuant to the County's Merit System Rules,
and if applicable, may be subject to prosecution under federal or state laws.
Issued: Novetniaer-October2014 Page 3 of 3
Resolution #14250 October 23, 2014
Moved by Spisz supported by McGillivray the resolutions (with fiscal notes attached) on the amended
Consent Agenda be adopted (with accompanying reports being accepted).
AYES: Gershenson, Gingen, Gosselin, Hatchett, Hoffman, Jackson, Long, Matis, McGillivray,
Middleton, Quarles, Runestad, Scott, Spisz, Taub, Weipert, Woodward, Zack, Bosnic,
Dwyer. (20)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the amended
Consent Agenda were adopted (with accompanying reports being accepted).
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lisa Brown, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and
accurate copy of a resolution adopted by the Oakland County Board of Commissioners on October 23,
2014, with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at
Pontiac, Michigan this 23'6 day of October 2014.
Lisa Brown, Oakland County