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o No personal profit is gained or outside employment is served • A department head may authorize an employee to use their own personal phone for City business and be reimbursed by the City for those calls. An employee will not be reimbursed for business -related calls without prior authorization from his or her department head. Department heads may also prohibit employees from carrying their own personal cell phones during working hours if it interferes with the performance of their job duties. • Use of public resources by City employees for personal gain and/or private use including, but not limited to, outside employment or political campaign purposes, is prohibited. Incidental and occasional personal use may be permitted with the consent of the department director and direct supervisor. • Personal calls made by employees on a City -provided cellular phone will be made or received only when absolutely necessary and when they do not interfere with working operations and should be completed as quickly as possible. • The Administrator, or designee, will have primary responsibility for implementation and coordination of this policy. All department heads and supervisors will be responsible for enforcement within their departments and divisions. Smart Phones/Tablets Users acting within the scope of their job responsibilities and with department head approval, may personally purchase smart phone/tablet from an IT approved and published list of brands and models. IT staff will install approved smart phones/tablets on City owned equipment. The city may at its discretion provide devices to members of staff it deems appropriate. Electronic Mail (e-nail)/SMS (text) Messaging • The City e-mail system is a tool to be used for matters directly related to the business activities of the City and as a means to provide services that are efficient, accurate, timely and complete. E-mail messages and texts are subject to regulation under the Minnesota Data Practices Act. The content of the message determines whether a message is public or non-public/private. E-mail is intended as a medium of communication, not for information storage; therefore, e-mail should not be used for the storage or maintenance of official City records or other City information. Users may receive inappropriate and unsolicited e-mail messages. Any such messages should be reported immediately to the IT department. • Inappropriate non -business use of the City e-mail system includes, but is not limited to; the transmission of non -business audio, graphic or movie files; games; jokes; instant messaging; chain emails; content of an offensive or pornographic nature; copyrighted material and large data files not directly related to City business. These items must not be sent or accepted as e- mail attachments. These types of files can be large and affect the network or computer performance or carry viruses. Version: 2006August8 , Draft Revision December 2011 5