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personal, through the Internet, e-mail, and/or vendor demonstrations without prior approval <br />from the IT Department. 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 the Department Head and the 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 subject <br />to the Minnesota Data Practices Act, which govems its use and dissemination and data <br />classification. All data is also subject to review and investigation at the discretion of the <br />City Administrator, Department Heads, IT Manager, and/or law enforcement. The City <br />Clerk should be contacted with questions regarding the classification of public and private <br />data. <br />b. Data Ownership: All information developed or introduced to a City technology system by <br />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d. Data Deletion: Users are responsible for deleting outdated files that are no longer needed for <br />compliance with of the City Records Retention Schedule; this includes data files and e- mail <br />messages. The City Clerk should be contacted with questions regarding the City Records <br />Retention Schedule. <br />e. Data Back-up: The IT department backs up all data stored on the file servers.,_Workstation <br />hard drives or any other devices are not backed up. <br />Portable Information Systems <br />661Page <br />Formatted: Indent: Left: 0.06", Hanging: 0.31", Tab stops: <br />0.75, Left <br />Deleted: ¶ 1 <br />Deleted: <#>Portable files: To facilitate off -site work, users <br />may copy appropriate files to and from jump sticks/CDs including <br />word processing, spreadsheets, and presentation graphic files. No <br />other files or information maybe copied to or from the City <br />computers. A current copy of the portable file(s) must be <br />maintained on the City server. All users are responsible for <br />maintain data privacy of all data transmitted in this fashion.¶ <br /><#>Password Protection: If any software product that the City <br />has purchased has the option to have file's password protected, the <br />password must always be shared with the appropriate management <br />personnel and/or the IT Manager. <br />Deleted: <#>¶ <br />