05/07/2012 Council Packet - Laserfiche WebLink

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Password protection of any document is prohibited unless authorized by Finance and the appropriate department director. This applies to any document stored on any drive (local or network), which includes diskettes, CDs, DVDs, flash drives, or any other storage device owned by the City. Any document found with unauthorized password protection will be deleted. N. Technical Security Employees are expected to provide reasonable security to their computer workstations and related IT equipment. When leaving your desk or office for more than 30 minutes, lock your workstation by pressing the Ctrl -Alt -Del keys. Your computer can be unlocked by doing the same and then typing in your password. Users should log off the system at the end of each day to prevent unauthorized use of the City's computer system and data. Employees are prohibited from connecting a third party to the City's network for the purpose of remotely controlling the computer without prior approval from Finance. Examples of remote control programs are PC Anywhere, NetOP, and websites such as GoToMyPC. All suspected intrusions to the City's network systems by unauthorized persons or employees are to be reported immediately to the Finance Department. Portable equipment such as projectors and laptop computers may be removed from City buildings only for City business. Employees must reserve and check out portable equipment by contacting the Finance Department. Do not leave equipment in an unlocked vehicle or unattended area. 0. Licensing To ensure license compliancy, all software must be purchased by and licensed to the City. 1. Development. Any software programs developed for use by the City becomes the property of the City. Software programs may not be sold or distributed without prior approval. 2. City -Owned Software. City -owned software may not be loaded on non -City owned equipment without prior approval. 3. Copyright Laws. City users are required to abide by software copyright .law and licensing agreements. If there is any question about the legality of the software and documentation, it should be directed to the Finance Department. P. Personal Use The City recognizes that some personal use of City -owned computers has and will continue to occur. To prevent abuse of this privilege, personal use is limited to the following: • Only City employees may use City -owned equipment. Family members or friends are not allowed to use City equipment or technology resources. Use of another' s computer without authorization is prohibited. • Personal use must take place during non -work hours (breaks, lunch hours, before or after work). Personal use should never preempt work use. • Personal use of the City's email system for personal correspondence is allowable, provided it does not interfere with an employee's work and is consistent with all provisions in this policy. 51