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45 <br /> <br />Section 3.19 Technology Use and Access <br /> <br />Most City business is conducted with the use of desktop or notebook computers <br />dedicated to a single user's activity. It is essential to protect City information assets <br />created, gathered, shared or stored with desktop and notebook computers, related <br />computer media (e.g. CD ROMs, Personal Digital Assistants (PDAs), flash drives, etc.) <br />and peripheral equipment such as fax machines, printers and copiers. <br /> <br />The City provides most employees with electronic access, consisting of an email system, <br />network connection, and Internet/Intranet access. This policy applies to all individuals <br />granted access to the City network and information systems and includes all computers <br />(e.g., desktops and notebooks), standalones as well as those connected to the City <br />network even if mobile and remote. <br /> <br />The purpose of the provisions below are to establish standards of use and governance in <br />order to ensure secure, efficient, ethical and legal use of desktop and notebook <br />computers, electronic programs and operating systems, as well as all other related <br />computer media and peripheral equipment. This policy also complies with laws and <br />technology contracts, and sets out to minimize disruptions to services and activities. The <br />City Administrator or designee may authorize exceptions to this policy. <br />A. COMPUTER/ PERIPHERAL EQUIPMENT/SYSTEMS USE <br /> <br />Securing Equipment <br />The City’s IT Department is responsible for secure installations, configurations, <br />distribution, management and removal from service of City desktop and notebook <br />computers. The City may withdraw permission for any or all business or personal uses of <br />its network or information systems at any time. <br /> <br />The City will ensure reasonable physical safeguards to maintain desktop and notebook <br />computers and peripheral equipment in such a way to avoid inadvertent disclosure of City <br />information. However, each user is responsible to take measures to protect equipment <br />and data from theft or unauthorized access or use by: <br /> <br />1. Locking workstations when unattended. <br />2. Storing all physical equipment in a secure location and all confidential and <br />sensitive data on the network (shared directory) drive. <br />3. Clear peripheral equipment of confidential documents immediately and turn off all <br />equipment at the end of each work day. <br />4. Never altering or disabling security safeguards or virus detections that have been <br />installed. <br /> <br />Software / Viruses <br />Individual users shall not install or download software applications and/or executable files <br />to any City desktop or notebook computer without prior authorization from the IT