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• Data Ownership: All information developed or introduced to a City technology system by a user in conjunction with employment with the City is the property of the City. • Data Storage: All City data must be saved to a network drive on a City server. • Data Deletion: Users are responsible for deleting outdated files that are no longer needed for the compliancy of the City Records Retention Schedule; this includes data files and e- mail messages. The City Clerk should be contacted with questions regarding the City Records Retention Schedule. • Data Back-up: The IT department backs up all data stored on the file servers. Workstation hard drives or any other devices are not backed up. • Portable files: To facilitate off -site work, users may copy appropriate files to and from jump sticks/CDs including word processing, spreadsheets, and presentation graphic files. No other files or information may be copied to or from the City computers. A current copy of the portable file(s) must be maintained on the City server. • Password Protection: If any software product that the City has purchased has the option to have file"spassword protected, the password must always be shared with the appropriate management personnel and/or the IT Manager. Portable Information Systems Portable personal computer(s), digital cameras, projectors, and other City owned portable equipment can be used for City business, outside of City facilities. When users check out portable equipment they are expected to provide appropriate "common sense" protection against theft, accidental breakage, environmental damage and other risks. Desktop computers and attached devices are not to be removed from City buildings. The user is responsible for the backup of or loss of any data stored on the standalone or portable computer. IT staff is available to assist in the development of procedures for disaster recovery of portable units. City Issued Cellular Phones • City issued cellular telephones are intended for the use by City employees in the conduct of their work to perform services to Ramsey citizens and businesses. Department heads are responsible for the cellular telephones assigned to their departments, determining service levels for their employees, and exercising discretion in their use. Employees will manage their cell phone use so as not to exceed their service level as approved by their supervisor. Occasional overages will be reviewed by the supervisor on a case by case basis. After a review of the monthly billing statement, employees may be required to reimburse the City for overages in cell use and/or texts, depending on the nature of the calls/texts made during the month. Employees will make an effort to utilize the Nextel Direct Connect and/or a land line before utilizing cellular minutes. Nothing in this policy will limit department head discretion to allow reasonable and prudent use of such telephones or equipment provided that: o Its use in no way limits the conduct of work of the employee or other employees Version: 2006August8 , Draft Revision December 2011 4