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To ensure license compliancy all software must be purchased by and licensed to the City. Development: Any software programs, i.e., custom designed Microsoft Access databases, developed for use by the City becomes the property of the City. Software programs may not be sold or distributed without prior approval. Home: City -owned software may not be loaded on non -City owned equipment unless there is prior approval of department head and IT Manager. Copyright Laws: City users are required to abide by software and documentation copyright laws and licensing agreements. If there is any question about the legality of the software and documentation, it should be directed to the IT Manager. At no time should any users make copies of City -owned software and documentation. To prove legal ownership of software, the City must have the original media and manuals stored on City property. The IT Manager will periodically check for software that may be in violation of the above policy. Data Management and Protection Under the provisions of the Minnesota Data Practices Act, all data stored on computer media owned, leased or rented by the City is considered to be owned by the City and for the most part is non- private/public, including information stored on local hard drives. Data is subject to the Minnesota Data Practices Act and its use and dissemination is consistent with the data classification under the Minnesota Data Practices Act. This data is also subject to review and investigation at the discretion of the City Manager, department heads, IT Manager, and/or law enforcement. The City Clerk should be contacted with questions regarding the classification of public and private data. 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. Users are responsible for deleting outdated files that are no longer needed for the compliancy of the City Records Retention Schedule; this includes data files and e-mail messages.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 Assistant City Administrator 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 diskettes/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. Version: 2006August8 3