Admin order 44-11-05 - Laserfiche WebLink

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F. The message contains information of a time- or date - sensitive nature that makes e -mail more reasonable than use of the City's Intranet or other means of communication. Information from Human Resources and Risk Services related to City benefits or personnel issues /policies, information about the City's annual charitable giving program, and requests to help fellow employees in need of financial assistance due to medical reasons which are approved by the department's Executive Director are not subject to the policy. E -mail distribution to all employees should be considered only in very limited situations where it is appropriate to reach a majority of City employee !Fegardless of work location and work hours. The ability to distribute e -mail to all employees is limited to f[`j0''Fg1,10 ing staff: A. City Manager and his /her Executive B. All Executive Directors and their Executive Assistants; °and designated by an Executive Director. C. .Information Services Director�SD Director is responsible for e -mails to all employees from ISD. The ISD Director may choose delegate this authority to ISD staff members who routinely send out City -wide e -mails dealing with ISD services. The Information Services Division will ma'ff I � llii list of authorized senders of a -mails to all employees. IIIIII Any City employe ',l IIiIIIu�;IIMM. es to send out an e-mail to all employees should first e �'i5 li listed above. If the e-mail does meet the guidelines ensure that it meet u g � i ,I then it should be for rd tot i�I��xecutive Director for review. If the Executive Director concurs that the e-mail meets the guidelines, then he /she will send it out. If the Executive Director or their AIC is not available, the e -mail should be sent to the Information Services Director for review and distribution. It is suggested that alternative distribution lists be used for requests that do not meet the criteria listed above. Messages that benefit smaller or individual groups such as locating furniture could be sent to the office contacts distribution list; and messages that need to have exposure to a wide variety of employees, but not necessarily to every employee, could be sent to the division manager list. Staff at Information Services is available to assist in determining the best means to distribute e-mail to various groups. Related Links: Use of City Equipment/Property Frequently Asked Questions (FAQs) ORS 192.410 to 192.505 Respectful Work Environment Policy Vehicle Use Policy