Glasgow City's Email System ordinance (§ 150.010)

A. No Expectation Of Privacy. Within each City department or office for which Internet access is made available to employees, employees may use an email account to be used on City computers. However, no person using a City computer has legal protection or privacy interest in emails either sent or received at any of the City's Internet access computers. Authorized personnel may review contents of such emails at any time and for any reason the department supervisor or City officer determines appropriate. Employees must, therefore, use email accordingly and for City business functions. Non-business use of email should be very limited, similar to the use of an office telephone.

B. City Internet Access Primarily For City Business. Although various City departments or offices may make Internet access available or provide email accounts and browsing capabilities, any email account not provided by the City is a personal expense of the employee. Personal email accounts used on City computer should be used sparingly and are not to be used for City business. If an employee's supervisor determines that an employee may not use City computers using personal email addresses due to security issues, such policy shall be enforced by the supervisor.

C. Confidential Information And Copyrighted Materials. Email should not be used for the transmission of confidential information without advice from the City Attorney's office. Unauthorized attachment of copyrighted materials to email or inclusion of copyrighted materials in email is prohibited in accordance with Federal statutes.

D. Regular Review Of Email Required. Department heads, the City Clerk, and employees who routinely conduct City business via email are required to check their email at least once every day. If they are out of the office for a day or longer, access to their account should be given to someone authorized to check and respond to the employee's emails daily.