12.05 - Technology Policy - Laserfiche WebLink

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1 � CITY OF PE Q UOT LAKES TECHNOLOGY POLICY PURPOSE The City of Pequot Lakes provides employees with technology to assist them with their job duties. The purpose of this policy is to establish guidelines,for employee use of all City technology including but not limited to computer systems,voicemail systems, electronic mail ("e-mail"),the Internet and other information systems. This policy applies to all employee use of City technology including use by employees located on City property and off of City property. The goal of this policy is to avoid inappropriate use of City technology and to maintain appropriate security to protect City data and technology. POLICY GUIDELINES Cft Qwsership/Right to Access. All City technology systems are the property of the City of Pequot Lakes. This includes-but is not limited to all hardware, software, programs, applications, templates,internal and external e-mail messages,facsimile(fax)messages, data, data files, and voicemail messages developed or stored on city-owned, leased, or rented technology systems. The City reserves the right to access, retrieve and read any data, messages or files stored on City technology and disclose any data, messages or files without prior employee consent. Employee use of City technology is not private. This includes but is not limited to use of internal and external e-mail and use of the Internet. Use of passwords does not make data,messages or filet private. Passwords must be disclosed to supervisors upon request and may be bypassed by the City. By using City technology, employees consent to any monitoring of that technology that may take place. -COWdQR,Software&Programs Most computer software and programs are copyrighted. Employees may only copy and use software according to the software license agreement. If there are any questions about the appropriate use of the software;they should be directed to the City Clerk. Backing eting Files The Information Systems Department backs up all data except for any files that-are stored on the"C" drive of your personal computer. Employees are expected to regularly back-up computer data files to avoid loss through hardware failure. Employees are also expected to delete old files regularly in compliance with the City's record retention schedule to help maintain adequate system storage capacity. Cooving Date/Promms onto City Computers All data files, e-mail attachments, and/or software programs must be checked by virus detection software before being opened or down loaded on to the City's computer system. This includes downloading software from remote bulletin boards and any on-line services. Employees may only download copyrighted material if allowed by an agreement posted by it's author or by copyright law. If there is any question about how to use the City's virus detection software or about appropriate use of copyrighted material, employees should contact the City Clerk.