F4
Staff E-Mail Policy
Approved: 07/24/2003
Revised: 1/24/2024

The YDL email system serves as a vehicle for staff communication in pursuit of the Library’s mission and core values. All employees, including temporary and hourly staff, are subject to this policy.

Emails sent or received on the library email system are not private property. They form part of the administrative records of the Library and as such, may be subject to records retention requirements and FOIA requests. No expectation of privacy is granted nor should it be expected.

The Library Director reserves the right to authorize appropriate personnel to access, retrieve, read, or delete any communication that is created on, received through, or sent via the YDL email system to assure compliance with library policies.

Employees may not engage in any email activity that is illegal, distasteful, or likely to have negative repercussions for the Library. Examples of such activities include but are not limited to the upload, download, use, retention, distribution, or dissemination of any images, text, materials, or software which might be perceived to:

• be indecent, pornographic, or illegal;
• be abusive or rude or generally distasteful;
• be an unproductive use of work time;
• involve activities outside the scope of the job responsibility, including personal solicitations such as cookie sales, donation drives, or fundraising activities;
• have the potential to affect the performance of or create damage to the library’s email system in any way;
• be in violation of any other YDL policy, including Policy F2: Anti-Discrimination and Harassment.

Further, content which may be defamatory, incur liability on the Library’s part, or adversely impact the image of the Library is not allowed, and copyright laws must be observed.

Failure to comply with this policy may result in disciplinary action, up to and including termination.