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Password Protection: If any software product that the City has purchased has the option to have files password 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 back up 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. Personal Digital Assistants (PDA) Users acting within the scope of their job responsibilities and with department head approval, may personally purchase a Personal Digital Assistants (PDA's) from an IT approved and published list of brands and models. IT staff will install approved PDA's on City owned equipment. The city may at its discretion provide PDA/Blackberry devices to members of staff it deems appropriate. Electronic Mail (e-mail) The City e-mail system is a tool to be used for matters directly related to the business activities of the City and as a means to provide services that are efficient, accurate, timely and complete. E-mail messages are subject to regulation under the Minnesota Data Practices Act. The content of the message determines whether a message is public or non-public/private. E-mail is intended as a medium of communication, not for information storage; therefore, e-mail should not be used for the storage or maintenance of official City records or other City information. Users may receive inappropriate and unsolicited e-mail messages. Any such messages should be reported immediately to the IT department. Inappropriate non -business use of the City e-mail system includes, but is not limited to; the transmission of non -business audio, graphic or movie files (to include streaming audio and video, MP3, Jpg, Tif, Gif, Mpg, AVI etc.); games; jokes; instant messaging; content of an offensive or pornographic nature; copyrighted material and large data files not directly related to [City Name] business. These items must not be sent or accepted as e-mail attachments. These types of files can be large and affect the network or computer performance or carry viruses. The City retains the right to use management software to eliminate the delivery of junk e-mail (SPAM), including e-mails that contain profanity. Internet Version: 2006August8 4