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June 16, 2003 Page 154 E -mail is considered to be a public record and may be subject to public disclosure in accordance with the Public Records law, as cited in N.C.G.S. §132. Routine backup of e -mail will occur as part of the system maintenance performed by I.T.S. If Cabarrus County determines that an employee has used technology resources in a manner that violates this policy or other County policies, the County will take appropriate disciplinary action up to and including dismissal. At no time may any device be connected to the County's voice or data network, or to any County telephone, computer, or other information technology device without the prior approval of the Director or Assistant Director of the County I.T.S. department. Personal Use: Personal use of a County owned technology resource by County employees is allowed with the following restrictions. 1. Employees should be aware that personal use of a County owned technology resource is still subject to all of the rules in this policy including inspection and monitoring. 2. There must be no cost to the County. 3. Use must be conducted on an employee's own time. However, personal telephone calls on non - cellular phones or personal use of e-mail on an occasional basis may be permitted providing that they do not interfere with a County employee's obligation to carry out County duties in a timely and effective manner. 4. Use must not interfere with other employees performing their jobs or undermine the use of County resources for official purposes. 5. Use of the County's technology resources for operating a personal business of any kind is prohibited. 6. Some technology resources such as cellular phones are billed from the first minute of use (both local and long distance) . Charges for personal use that exceed the standard monthly fee must be reimbursed to the County. 7. Individuals who are not employees of Cabarrus County (including an employee's family or friends) are not allowed to use the County's technology resources other than public access stations. 8. Personal use of County resources by an employee neither expresses nor implies sponsorship or endorsement by Cabarrus County. Security: Each employee is responsible for all actions taken while using his /her user profile, password, or access code. Therefore, none of these are allowed to be shared with anyone else (including other employees of Cabarrus County), at any time. They must not be written down and stored, posted anywhere, programmed into a macro or stored on the computer system in an unencrypted form. Except as provided elsewhere in this policy the examination, modification, copying, or deletion of files and /or data belonging to other employees without their prior consent is prohibited. Any file, program, or document received on media (diskettes, CD -ROM, or tapes), through the Internet (including a -mail) or through file transfer must be virus checked immediately. E -mail messages containing an executable attachment should not be opened. This is to prevent viruses from infecting the County's entire network. Each individual employee is responsible for the prevention of the spread of viruses. The Internet provides easy access to software distributed by companies on a trial basis. The free access does not indicate that the software is free or that it may be distributed freely. Applicable software copyright laws must be followed. In addition, software may not be loaded onto any County computer system through any method without prior approval of Cabarrus County I.T.S. Department. This includes shareware, freeware, personal software or Internet distributed programs. Appropriate Use: At all times when an employee is using Cabarrus County technology resources, he or she is representing the County. Use the same good judgment in all resource use that you would use in written correspondence or in determining appropriate conduct. Appropriate use of a particular resource will be discussed as a part of the training for its use. While in the performance of work - related functions, while on the job, or while using publicly owned or publicly provided technology resources, Cabarrus County employees are expected to use them responsibly and Attachment number 1 F -2 Page 71