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items including City -owned software such as wallpaper, screen savers, icons, toolbars and <br />colors. Users are prohibited from downloading, or installing any software including <br />personal, through the Internet, e-mail, and/or vendor demonstrations without prior approval <br />from the IT Depaitinent. In order to maintain optimal functioning, users are encouraged to <br />accept updates to currently authorized programs such as Adobe Acrobat and other <br />previously installed software. <br />Licensing <br />To ensure license compliancy all software must be purchased by and licensed to the City. <br />a. Development: Any software programs (i.e. custom designed Microsoft Access databases, <br />etc.) developed for use by the City becomes the property of the City. Software programs <br />may not be sold or distributed without prior approval. <br />b. Home: City -owned software may not be loaded on non -City owned equipment unless <br />there is prior approval of Department Head and IT Manager. <br />c. Copyright Laws: City users are required to abide by software and documentation copyright <br />laws and licensing agreements. Question about the legality of the software and <br />documentation should be directed to the IT Manager. At no time should any users make <br />copies of City -owned software and documentation. To prove legal ownership of software, <br />the City must have the original media and manuals stored on City property. The IT <br />Manager will periodically check for software that may be in violation of the above policy. <br />Data Management and Protection <br />a. Under the provisions of the Minnesota Data Practices Act, all data stored on computer <br />media owned, leased or rented by the City is considered to be owned by the City is <br />subject to the Minnesota Data Practices Act, which governs its use and dissemination and <br />data classification. All data is also subject to review and investigation at the discretion of <br />the City Administrator, Department Heads, IT Manager, and/or law enforcement. The <br />City Clerk should be contacted with questions regarding the classification of public and <br />private data. <br />b. Data Ownership: All information developed or introduced to a City technology system <br />by a user in conjunction with employment with the City is the property of the City. <br />c. Data Storage: All City data must be saved to a network drive on a City server. <br />d. Data Deletion: Users are responsible for deleting outdated files that are no longer needed <br />for compliance with of the City Records Retention Schedule; this includes data files and e- <br />mail messages. The City Clerk should be contacted with questions regarding the City <br />Records Retention Schedule. <br />e. Data Back-up: The IT depaitment backs up all data stored on the file servers. <br />a. Workstation hard drives or any other devices are not backed up. <br />f. 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 />631Page <br />