01-14-2026 Council Packet - Laserfiche WebLink

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46 City of Little Canada Personnel Policy Licensed software: City employees may not duplicate licensed software or related documentation. Any such duplication may subject employees and/or the City to both civil and criminal penalties under the United States Copyright Act. Personal software may be installed only if approved by the City Administrator. City-owned software may not be loaded onto external systems unless the license agreement allows such use and with the approval of the City Administrator. Security: Electronic information is a significant asset of the City of Little Canada. Extreme care must be used by employees to protect this information. Employees should only use their own user’s name when logging onto the network. With the exception of the front office staff, users who are away from their computer for long periods of time (or overnight) must lock their workstations or log off the network. This will prevent unauthorized use of the system that may be attributed to the employee and protects the City’s computer network and data. All computer users shall not disable or alter security safeguards, such as virus detection software, installed on any City computers. Virus Prevention: • Desktop and notebook computer users shall not write, compile, copy, knowingly propagate, execute, or attempt to introduce any computer code designed to self-replicate, damage, or otherwise hinder the performance of any computer system. • Suspected viruses should be reported immediately to Metro-INET. • Viruses shall not be deleted without expert assistance unless instructed by Metro-INET staff. City’s Right to Access Data Electronic files that store e-mail messages and other documents on the City’s server and computers are the City’s property. The computers, programs, and electronic files are considered by the City not to be private. Employees should not have any expectation of privacy related to any computer, program or electronic file received, created or stored on the City’s computers. Users may not eavesdrop or view other users’ e-mail messages without explicit permission from the employee. Employees should be aware that any data stored might be subject to Minnesota government data practices statutes that make the text accessible to the public. Therefore, sensitive or personal documents or messages should not be sent or stored on the computer system. The City reserves the right to inspect, without notice, all data, emails, files, settings, or any other aspect of a City-owned computer or related system, including personal information created or maintained by an employee. The City may conduct inspections on an as-needed basis as determined by the City Administrator. Failure to Comply Violations of this policy will be treated like other allegations of wrongdoing at the City. Inappropriate use of any City desktop or notebook computer or related computing device, software, or services may include, but are not limited to, one or more of the following: 1. Temporary or permanent revocation of use of computing equipment and network access; 2. Termination of employment; and/or 3. Legal action according to applicable laws and contractual agreements.