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o Users must obtain approval from their immediate supervisor prior to personal use of IT systems o Only City users are to use the computers and computer related peripherals o Users must use their own media (flash drives, CD"s) and paper. No personal files or data are to be stored on the City file servers o Users must not use IT systems for items listed above in Prohibited Use • E-mail: E-mail may, on a very limited basis, be used for personal correspondence, as long as it does not interfere with the normal duties of the employee and the above -listed guidelines are followed. Using the City Internet e-mail to participate in any kind personal listservs or broadcast mailing list is prohibited. • Inappropriate non -business use of e-mail and the Internet can cause a burden on resources or carry viruses. Examples of this includes, but is not limited to: the transmission of non - business audio, graphic or movie files; games; jokes; instant messaging; content of an offensive or pronographic nature; copyrighted material and large data files not directly related to business. These items must not be downloaded from the Internet. These types of files can be large and affect the network or computer performance or carry viruses. • Desk Telephones: Desk telephones may be used for short, infrequent personal use as long as it does not interfere with the normal duties of the employee and the above guidelines are followed. In the event that an employee needs to make a personal toll call, the preferred method of payment is a personal credit card. If a situation arises where users do not have access to a personal calling card they must notify the finance department of the date, time and location of where the call was placed. The charge for the call will be the actual charge, plus tax, that would normally be incurred by the City. Payment is due within 7 days after receipt of the long distance bill. • Copiers, Fax Machines, Printers: Users will reimburse the City of Ramsey for personal copies, faxes, and print requests, at the rate listed in the City fee schedule. Personal use fees must be reimbursed within 24 hours from the date the expense was incurred. Personal Social Networking on City -owned equipment • Individuals must not use City -owned or operated equipment to post to personal sites, except during break times or before/after work. Personal Social Networking ivhile off duty and the City's Responsibility: • The City of Ramsey has a duty to protect the reputation of the organization and its employees as well as guard against any liability and potential legal risk regardless of when and where social networking activity occurs. With this in mind, employees must use social media in a manner that follows the following guidelines: o Individuals should exercise caution and good judgment when social networking o Individuals shall not represent that they are speaking or acting on behalf of the City of Ramsey or presenting any interests of the City of Ramsey o Individuals are not permitted to display the City of Ramsey logo on any part of their online profiles Version: 2006August8 , Draft Revision December 2011 7