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prior to using any office equipment or technology. Employees should check with <br /> their supervisor if they are unclear about these guidelines or on the application of <br /> these guidelines to a specific use. <br /> 4.16.1 E -mail Distribution to All Employees <br /> E -mail distribution to all employees should be limited to messages that meet all the <br /> following criteria: <br /> a. The message is clearly related to City business as defined by the mission of <br /> the requesting department. <br /> b. The message is of potential benefit to a majority of City employees. <br /> c. The message is of potential interest to a majority of City employees. <br /> d. The message promotes events that are accessible to a broad cross - section of <br /> City employees with differing work locations and work hours. <br /> e. The message does not contain a solicitation of funds for the benefit of a <br /> private party, including a private nonprofit group. <br /> f. The message contains information of a time -or date- sensitive nature that <br /> makes e-mail more reasonable than use of the City's Intranet or other means <br /> of communication. <br /> Information from Human Resource and Risk Services related to City benefits or <br /> personnel issues /policies, information about the City's annual charitable giving <br /> program, and requests to help fellow employees in need of financial assistance <br /> due to medical reasons which are approved by the department's Executive <br /> Director are not subject to the policy. <br /> E -mail distribution to all employees should be considered only in very limited <br /> situations where it is appropriate to reach a majority of City employees regardless <br /> of work location and work hours. <br /> The ability to distribute e-mail to all employees is limited to the following staff: <br /> a. City Manager and his/her Executive Assistant. <br /> • <br /> b. All Executive Directors and their Executive Assistants, and persons <br /> designated by an Executive Director. <br /> c. Information Services Director — The ISD Director is responsible for e-mails <br /> to all employees from ISD. The ISD Director may choose to delegate this <br /> authority to ISD staff members who routinely send out City -wide e- mails <br /> dealing with ISD services. <br /> The Information Services Division will maintain a list of authorized senders of e- <br /> mails to all employees. <br /> Human Resources Revised: 07/26/07 <br />