03-12-2003 Council Agenda - Laserfiche WebLink

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Updated 2/22/03 Hardware /Software Installation: All hardware and software will be installed or downloaded only by personnel authorized by the City Administrator. 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. Portable files: To facilitate off -site work, employees may copy appropriate files to and from diskettes without prior approval of the City Administrator. Appropriate files include word processing documents and electronic spreadsheets. No other files or information may be copied to or from the City's computers without the approval of the City Administrator. Before files are stored or used on the City's computers, disks shall be scanned for viruses. 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) should 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. Storage of Data: All data is to be stored on our network server a /k/a "H" drive. Information on a workstation's hard drive (the "C" drive) is not backed up and is subject to loss. Virus Prevention: To help prevent virus infection, all Internet files must be downloaded to a floppy disk and scanned for viruses before using or transferring to a hard drive or network drive. Likewise, files b rought o n diskette from an outside source must also be scanned for viruses before using or transferring to a hard drive or network drive. 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 City Administrator has the right to access any employee's e-mail messages. 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 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. CONSEQUENCES OF VIOLATIONS Violations of this policy may constitute just cause for discipline, up to and including discharge. H: \KrisP \Computers \Computer Use Policy.doc Page 2 of 2 -3-