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g. <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 software product 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 />a. City issued cellular telephones are intended for the use by City employees in the conduct of <br />their official City work to perform services to Ramsey citizens and businesses. Department <br />Heads are responsible for the cellular telephones assigned to their depaitinents, determining <br />service levels for their employees, and exercising discretion in their use. Employees will <br />manage their cell phone use so as not to exceed their service level as approved by their <br />supervisor. Occasional overages will be reviewed by the supervisor on a case by case basis. <br />After a review of the monthly billing statement, employees may be required to reimburse <br />the City for overages in cell use and/or texts, depending on the nature of the calls/texts made <br />during the month. Employees will make an effort to utilize the Nextel Direct Connect and/or <br />a land line before utilizing cellular minutes. Nothing in this policy will limit Department <br />Head discretion to allow reasonable and prudent use of such telephones or equipment <br />provided that: <br />i. Its use in no way limits the conduct of work of the employee or other <br />employees <br />ii. No personal profit is gained or outside employment is served <br />b. A Depailinent Head may authorize an employee to use their own personal phone for City <br />business and be reimbursed by the City for those calls. An employee will not be <br />reimbursed for business -related calls without prior authorization from his or her <br />Depaitinent Head. Depailinent Heads may also prohibit employees from carrying their <br />own personal cell phones during working hours if it interferes with the performance of <br />their job duties. <br />c. Use of public resources by City employees for personal gain and/or private use including, <br />but not limited to, outside employment or political campaign purposes, is prohibited. <br />Incidental and occasional personal use may be permitted with the consent of the department <br />director and direct supervisor. <br />641Page <br />