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<br />: <br /> Page 7 <br />Employee records are maintained in a location designated by the City Administrator. Personnel <br />data is retained in personnel files, finance files, and benefit/medical files. Information is used to <br />administer employee salary and benefit programs, process payroll, complete state and federal <br />reports, document employee performance, etc. Employees have the right to know what data is <br />retained, where it is kept, and how it is used. All employee data will be received, retained, and <br />disseminated according to the Minnesota Government Data Practices Act. <br /> <br />Section 1.06 Media Requests and News Releases <br /> <br />Formal news releases concerning City affairs are the responsibility of the City Administrator. <br />During an emergency response, responsibility for media contacts and news releases shall lie <br />under the direction of the Emergency Management Director (Fire Chief). All media interviews <br />must be authorized by the City Administrator, Fire Chief, or their designee before the interview. <br />All contacts with the media should be reported to the City Administrator or Fire Chief as soon as <br />practicable. <br /> <br />Section 1.07 Personal Communications and Use of Social Media <br /> <br />It is important for City employees to remember the personal communications of employees may <br />reflect on the City, especially if employees are commenting on City business or commenting on <br />issues that implicate their City employment. As City representatives, employees share in the <br />responsibility of earning and preserving the public’s trust in the City. An employee’s own personal <br />communications, such as on social media, can have a significant impact on the public’s belief that <br />all City staff will carry out City functions faithfully and impartially and without regard to factors <br />such as race, sex/gender, religion, national origin, disability, sexual orientation, or other <br />protected categories. Nonpersonal communications (performed within one’s job duties) to <br />members of the public must be professional at all times. The following guidelines apply to <br />personal communications, including various forms such as social media (Facebook, Twitter, blogs, <br />YouTube, etc.), letters to the editor of newspapers, and personal endorsements: <br /> <br />a. Do not share any private or confidential information you have access to as a result of your <br />City position. <br />b. Any personal communications made on a matter of public concern must not disrupt the <br />efficiency of the City’s operation, including by negatively affecting morale. Put another <br />way, such public comments must not undermine any City department’s ability to <br />effectively serve the public. Disruptive personal communications can include liking or <br />republishing (sharing/retweeting) a social media post of another individual or entity. The <br />City can act on the personal communication that violates this policy without waiting for <br />the actual disruption. <br />c. Remember what you write or post cannot easily be undone. It may also be spread to a <br />larger audience than you intended. Use common sense when using email or social media <br />sites. It is a good idea to refrain from sending or posting information or photos you would <br />not want your boss or other employees to read, or you would be embarrassed to see in