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Any City employee who wishes to send out an e -mail to all employees should <br /> first ensure that it meets the guidelines listed above. If the e-mail does meet the <br /> guidelines then it should be forwarded to their Executive Director for review. If <br /> the Executive Director concurs that the e-mail meets the guidelines, then he /she <br /> will send it out. If the Executive Director or their AIC is not available, the e-mail <br /> should be sent to the Information Services Director for review and distribution. <br /> It is suggested that alternative distribution lists be used for requests that do not <br /> meet the criteria listed above. Messages that benefit smaller or individual groups <br /> such as locating furniture could be sent to the office contacts distribution list; and <br /> messages that need to have exposure to a wide variety of employees, but not <br /> necessarily to every employee, could be sent to the division manager list. Staff at <br /> Information Services is available to assist in determining the best means to <br /> distribute e-mail to various groups. <br /> 4.17. Employees in Transition <br /> During a period of downsizing, employees who have been identified as <br /> employees who may be directly affected by the downsizing or who have been <br /> designated as employees in transition may use a reasonable amount of paid work <br /> time to prepare materials for other employment, with the prior approval of their <br /> supervisor. The cost of long distance phone or fax charges, copying of materials <br /> or other expenses incurred must still be borne by the employee. <br /> 4.18. Information Produced or Received in the Course of Work <br /> E -mail messages, voice mail messages, faxes, interdepartmental mail, computer <br /> files and information printed from City computers are all considered property of <br /> the City, and may be subject to disclosure under Oregon's Public Records Law. <br /> (ORS 192.410 to 192.505) <br /> 4.19. Inspection of City Equipment or Facilities (Revised 9/16/02) <br /> The City reserves the right to search or inspect City equipment or facilities such <br /> as desks, files, lockers, or offices, from time to time for work - related or <br /> administrative purposes. <br /> Human Resources Revised: 07/26/07 <br />