06/04/2012 Council Packet - Laserfiche WebLink

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3. Mobile notebook computers, computer media, and any other forms of removable storage should be stored in a secure location. 4. Other information storage media containing confidential data shall be stored in a secure location or locked cabinet when not in use. D. Peripheral Equipment Peripheral equipment (e.g. printers, faxes, copiers) that store, produce, and transfer confidential or sensitive information, shall be protected from inadvertent or unauthorized access. Documents containing confidential or sensitive information should be cleared from printers and copiers immediately. E. Passwords User identification (name) and authentication (password) shall be required to access the operating system of all desktop and notebook computers. Employees may not share account or password information with another person. Internet accounts are to be used only by the assigned use of the account for authorized purposes. Attempting to obtain another user's password is strictly prohibited. Users are required to change or obtain a new password if they have reason to believe that any unauthorized person has obtained their password. Users are required to take all necessary precautions to prevent unauthorized access to Internet services. Supervisors are required to report immediately to IT staff when an employee resigns or is terminated. Employees are required to contact IT staff when they suspect their login ID has been compromised or when someone else has obtained their password. Employees are responsible for maintaining computer passwords by following these guidelines: • Passwords must be a minimum of eight alphanumeric characters in length and be "complex." For a password to be complex it must contain three of the following four categories: English upper case letters, English lower case letters, numbers, or non- alphabetic characters found on the keyboard (e.g. !, #, $, %). • Passwords should not be stored in any location on or near your computer. • The computer system will prompt employees to update passwords every 90 days. A password cannot be reused until after 10 change cycles. Password protection of any document is prohibited unless authorized by IT staff 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. 2