12-08-2025 - Agenda Packet City Council - Regular Meeting

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Section 21.07 Electronic Calendars. A shared calendar environment is provided as part of the City's email software program. All employees are required to keep their electronic calendar up to date and, at a minimum, must grant all staff the ability to view their calendar. Section 21.08 Personal Devices. Employees may choose to use their own equipment to read or compose email or other City data as governed in this policy. Employees understand that by connecting their personal equipment to the City's email server, their personal devices could be searched during an e-discovery or other court - ordered scenarios, and agree to grant access to their personal devices should such a situation arise. Section 21.09 Security. Passwords: Employees are responsible for maintaining computer/network passwords and must adhere to these guidelines: • Password requirement will be established according to best industry practice and may be changed as necessary, as determined by the Information Technology Staff. • Employees must change passwords when prompted. • Passwords should not be shared or told to other staff. If it is necessary to access an employee's computer when he or she is absent, contact your supervisor or the department head; Information Technology Staff will not provide access to staff accounts without approval of the Department Head. • Passwords should not be stored in any location on or near the computer, or stored electronically such as in a cell phone or other mobile device unless further locked by a password or pin. Network access: Non -City -owned computer equipment used in the City's building should only use the wireless connection to the Internet. Under no circumstances should any non -City -owned equipment be connected to the City's computer network via a network cable. Personal computer equipment may not be connected to the City's network without prior approval of the Information Technology Staff. Personal equipment may be subject to password requirements or other electronic security measures as determined by the Information Technology Staff. Remote Access to the Network: Examples of remote access include, but are not limited to: Outlook Web Access (web mail), virtual private network (VPN), Windows Remote Desktop, and Windows Terminal Server connections. While connected to City computer resources remotely, all aspects of the City's Computer Use Policy will apply, including the following: • Remote access to the City's network requires a request from a supervisor and approval from the Information Technology Staff. Remote access privileges may be revoked at any time by an employee's Department Head. • If remote access is from a non -City -owned computer, updated anti -virus software must be installed and operational on the computer equipment, and all critical operating system updates must be installed prior to connecting to the City network remotely. Failure to comply could result in the termination of remote access privileges. • Recreational use of remote connections to the City's network is strictly forbidden. An example of this would be a family member utilizing the City's cellular connection to visit websites. • Private or confidential data should not be transmitted over an unsecured wireless connection. Wireless connections are not secure and could pose a security risk if used to transmit City passwords or private data while connecting to City resources. Wireless connections include those over cellular networks and wireless access points, regardless of the technology used to connect. Page 66 of 151 162