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data files and e- mail messages. The City Clerk should be contacted with questions <br />regarding the City Records Retention Schedule. <br />,❑ Data Back-up: The IT department backs up all data stored on the file servers. <br />Workstation hard drives or any other devices are not backed up. <br />�❑ Portable files: To facilitate off -site work, users may copy appropriate files to and from <br />jump sticks/CDs including word processing, spreadsheets, and presentation graphic files. <br />No other files or information may be copied to or from the City computers. A current <br />copy of the portable file(s) must be maintained on the City server. All users are <br />responsible for maintain data privacy of all data transmitted in this fashion. <br />,❑ Password Protection: If any softwareproduct that the City has purchased has the option <br />to have file's password protected, the password must always be shared with the <br />appropriate management personnel and/or the IT Manager. <br />Portable Information Systems <br />Portable personal computer(s), digital cameras, projectors, and other City owned portable <br />equipment can be used for City business, outside of City facilities. When users check out <br />portable equipment they are expected to provide appropriate "common sense" protection <br />against theft, accidental breakage, environmental damage and other risks. Desktop <br />computers and attached devices are not to be removed from City buildings. The user is <br />responsible for the backup of or loss of any data stored on the standalone or portable <br />computer. IT staff is available to assist in the development of procedures for disaster <br />recovery of portable units. <br />City Issued Cellular Phones <br />Formatted: Font: (Default) Times New Roman <br />Formatted: Font: (Default) Times New Roman <br />Formatted: Font: (Default) Times New Roman <br />0 City issued cellular telephones are intended for the use by City employees in the conduct of __ , - ( Formatted: Font: (Default) Times New Roman <br />their official City work to perform services to Ramsey citizens and businesses. Department <br />Headshoads are responsible for the cellular telephones assigned to their departments, <br />determining service levels for their employees, and exercising discretion in their use. <br />Employees will manage their cell phone use so as not to exceed their service level as <br />approved by their supervisor. Occasional overages will be reviewed by the supervisor on a <br />case by case basis. After a <br />review of the monthly billing statement, employees may be required to reimburse the City for <br />overages in cell use and/or texts, depending on the nature of the calls/texts made during the <br />month. Employees will make an effort to utilize the Nextel Direct Connect and/or a land line <br />before utilizing cellular minutes. Nothing in this policy will limit Department Headdepartment <br />head discretion to allow reasonable and prudent use of such telephones or equipment provided <br />that: <br />o Its use in no way limits the conduct of work of the employee or other employees <br />• No personal profit is gained or outside employment is served <br />A Denartment Headfle to - ,A'Nza may authorize an employee to use their own personal <br />phone for City business and be reimbursed by the City for those calls. An employee will not <br />be reimbursed for business -related calls without prior authorization from his or her <br />department head. Department Head. Denartment Headshcada may also_prohibit employees <br />221Pago <br />- { Formatted: Not Expanded by / Condensed by <br />J <br />Formatted: Font: (Default) Times New Roman <br />- 1 Formatted: Font: (Default) Times New Roman <br />Formatted: Font: (Default) Times New Roman <br />4 Formatted: Not Expanded by / Condensed by J <br />(Formatted: Font: 12 pt J <br />{Formatted: Footer, Line spacing: single 1 <br />