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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 governs 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 d. Data Deletion: Users are responsible for deleting outdated files that are no longer needed for 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 />