09-26-2012 Council Agenda - Laserfiche WebLink

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August 19, 2011 The software and applications installed by the City must remain on the iPad in usable condition and be readily accessible at all times. From time to tine, the City may add or upgrade software applications for use by City Councilors such that City Councilors may be required to check in their iPads with the IT Department for periodic updates and synching. Any software, e- mail messages or files downloaded via the Internet into the City systems become the property of the City and may only be used in ways that are consistent with'applicable licenses, trademarks or copyrights. Files from sources that a City Councilor may have any reason to believe may be untrustworthy shall not be downloaded, nor shall files attached to e -mail transmissions be opened and read unless the City Councilor has knowledge that they originate from a trustworthy source. Downloaded files and attachments may contain viruses or hostile applications that could damage the City's information systems. City Councilors will be held accountable for any breaches of security caused by files obtained for non -City business purposes. If technical difficulties occur or illegal software is discovered, the iPad will be restored from backup. The City does not accept responsibility for the loss of any software or documents deleted due to a re- format and re- image. Section 5. Acceptable Use The iPad, Internet and e-mail access provided are tools for conducting City business. Thus, City Councilors use of such tools will be primarily for City business related purposes, i.e., to review City Council agenda materials, obtain useful information for City related business and conduct City related business communications as appropriate. All of the City's computer systems, including the iPad, are considered to be public property. All documents, files and e -mail messages created, received, stored in, or sent from any City iPad are considered public records, subject to disclosure to the public pursuant to the Maine Freedom of Access Act (with only limited exceptions), and are considered the property of the City of South Portland. All existing City policies will continue to apply to City Councilor conduct on the Internet and in the use of e -mail, including, but not limited to those that deal with misuse of City resources, sexual harassment, electronic communications, information and data security, and confidentiality. iPad, Internet and e -mail activities will be traceable to the City of South Portland and will impact the reputation of the City. City Councilors are to refrain from making any false, or defamatory statements in any Internet forum or from committing any other acts that could expose the City to liability. City Councilors shall not use e-mail, instant messaging, text messaging or similar forms of electronic communications at any time during a meeting of the City Council at which he or she is in attendance. This limitation shall not apply to receipt of communications from family members in the event of an urgent family matter; a City Councilor wishing to respond to such a message during the meeting shall do so during a recess or shall excuse him or herself from the meeting to place a response to the message in a manner that does not disrupt the meeting. City Councilors shall not use the iPad in any way as to violate the public meeting requirements of the Maine Freedom of Access Act. 52