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Citv of Pequot Lakes City of Pequot Lakes Personnel Policies <br /> Title: Acceptable Use Policy for Computer, EfFective Date: [date adoptedJ <br /> Network Systems and Telephone <br /> Effective Date(s)of Amendment(s): <br /> microblogs such as Twitter,for official City business. When using social media to support <br /> official City business in accordance with job duties, individuals should clearly identify <br /> themselves as connected to the City. Personal use of social media by City staff-whether <br /> about the City or not, and whether positive or negative-will reflect on the City as a <br /> whole. Personal use of social media should not violate any City policies already in <br /> existence, such as those on harassment prevention. <br /> 19.2.6 Storing and Transferring Documents <br /> Electronic documents, including emails, electronic communication and business related <br /> materials created on an employee's home or personal computer, should be stored on <br /> the agency's network in accordance with agency records retention policies and the <br /> Minnesota Data Practices Act. The following are some general guidelines that may be <br /> useful to consider. <br /> • Electronic communication that is simple correspondence and not an official record <br /> or transaction of City business should be deleted as soon as possible and should <br /> not be retained by employees for more than three months. <br /> • City related documents that an employee creates on his or her home computer or <br /> any other computer system should be copied to the City's network files. <br /> • Documents or electronic communications that may be classified as protected or <br /> private information under data practices requirements should be stored separately <br /> from other materials. <br /> If you are unsure whether an electronic communication or other document is a government <br /> record for purposes of records retention laws, or is considered protected or private under <br /> data practices, check with your supervisor,or the City Administrator. If you are unsure how <br /> to create an appropriate file structure for saving and storing electronic information, contact <br /> the City Administrator. <br /> Transferring data and documents between computer systems requires information to be <br /> stored on a CD-ROM,flash or USB drive,or other storage media. These items can also be <br /> used to transmit computer viruses or other items harmful to the City's computer network. <br /> The agency has installed anti-virus software on each computer to protect against these <br /> threats by automatically scanning storage media for viruses and similar concerns. The <br /> anti-virus software provides automatic updates that employees will be notified of with a <br /> pop-up window from the current agency supporting anti-virus software. All employees <br /> should follow directions for updating anti-virus software as prompted. If you have any <br /> questions about how to update your anti-virus software or check your storage media <br /> before you use it, check with your supervisor or City Administrator. <br /> 66 <br />