08-26-2024 CC Agenda Packet - Laserfiche WebLink

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Page 65 of 150 Section 21.10 Internet. The following considerations apply to all uses of the Internet:  Information found on the Internet and used for City work must be verified to be accurate and factually correct.  Reasonable personal use of the Internet is permitted. Employees may not at any time access inappropriate sites. Some examples of inappropriate sites include but are not limited to adult entertainment, sexually explicit material, or material advocating intolerance of other people, races, or religions. If you are unsure whether a site may include inappropriate information, you should not visit it.  If an employee’s use of the Internet is compromising the integrity of the City’s network, Information Technology Staff may temporarily restrict that employee’s access to the Internet. If Information Technology Staff does restrict access, they will notify the employee, HR, and the employee’s manager as soon as possible, and work with the employee and manager to rectify the situation.  The City may monitor or restrict any employee’s use of the Internet without prior notice, as deemed appropriate by the employee’s supervisor in consultation with the City Administrator. Section 21.11 Data Retention. Electronic data should be stored and retained in accordance with the City’s records retention schedule. Storing and Transferring Files: If you are unsure whether an email or other file is a government record for purposes of records retention laws or whether it is considered protected or private, check with your supervisor. If you are unsure how to create an appropriate file structure for saving and storing electronic information, contact the City Clerk. Employees must adhere to these guidelines when transferring and storing electronic files:  All electronic files must be stored on identified network drives and folder locations. The City will not back up documents stored on local computer hard drives, and holds no responsibility for recovery of documents on local computer hard drives should they fail. Files may be temporarily stored on a laptop hard drive when an employee is traveling/offsite; however, the files should be copied to network as soon as possible.  Electronic files, including emails and business-related materials created on an employee’s home or personal computer for City business, must be transferred to and stored in designated locations on the City’s network. City-related files should not be stored on an employee’s personal computer, unless otherwise defined in this policy.  All removable storage media (e.g., CD-ROM, flash or USB drive, or other storage media) must be verified to be virus-free before being connected to City equipment.  Email that constitutes an official record of City business must be kept in accordance with all records retention requirements for the department and should be copied to the network for storage.  Email that is simple correspondence and not an official record of City business should be deleted (from both the “Inbox” and the “Deleted” box) as soon as possible and should not be retained by employees for more than three months. The City will not retain emails longer than one year on the network or in network back-ups.  Electronic files or emails that may be classified as protected or private information should be stored in a location on the City’s network that is properly secured.  Any files considered private or confidential should not be stored anywhere other than the City’s network. If there is a need to take confidential information offsite, it must be stored on encrypted media; Information Technology Staff can assist in the encryption of media. Section 21.12 Electronic Mobile devices (including Cell Phones) 124