Electronic Mail Policy

Electronic mail, more commonly known as e-mail, is increasingly used for ordinary inter-office, intra-office and personal communication.  E-mail is used to send a quick message to either one reader or a group of readers.  It is a method to communicate quickly and cost-effectively with co-workers.  The use of the Library’s computers for e-mail and other purposes is a privilege granted by the Library in accordance with this policy.

When e-mail is created, sent, received and/or read by staff and/or patrons on the Library’s network, it is regarded as Library property (despite the fact that it is stored at SCLS).  The Board of Trustees, the Library Director or his/her designee, reserve the right to review any and all e-mail.  This right to review, without notice, may be exercised where there is evidence of inappropriate conduct, if it is necessary to defend the Library against a claim, or any other situation where such data is requested by management.

All users are expected to conduct themselves in a legal, professional, fair, considerate and ethical manner.  Electronic communication may not include words, statements, or illustrations which are intended to be, or which may be, reasonably perceived as harassing, offensive, intimidating, profane or abusive.  The Library prohibits the use of Library property for illegal purposes and for purposes not in support of the mission of the Library.  Constructing e-mail communication so it appears to be from someone else is not permitted.  Personal use that creates a direct cost to the Library is prohibited.  Copyright laws must be upheld.  “Spamming” is prohibited.

E-mail is not protected from public scrutiny under the Freedom of Information Law.  Attempts to sabotage the network or attempts to destroy e-mail, if named in a lawsuit or Freedom Of Information Law, are prohibited.  Intentionally obscuring, changing or forging the date, time, source or other label or header information in response to a request for such information is prohibited.  Persons found to be engaged in inappropriate behavior will be held responsible for their actions.

The Library does not maintain archives of e-mail sent or received.

Violations of this policy may result, at the discretion of the Library Director, in revocation of the individual’s right to use the Library and/or its computers and furthermore, they may be subject to disciplinary action pursuant to the law.

Adopted:  11/01