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Hardware and Software Acquisition <br /> The IT Manager must approve all hardware and software prior to acquisition to ensure <br /> consistency with the design and architecture of the City's IT network with zero exceptions. <br /> Users are prohibited from installing, downloading, purchasing,or acquiring both hardware <br /> and software, including product demonstrations, without prior approval from the IT <br /> Manager. Software applications not required for official City business are strictly <br /> prohibited. Attempts by employees to manipulate City hardware, networking_systems, <br /> security systems or appliances, or licensed software or apes, outside of approved updates, <br /> may result in eeffee iv disciplinga action. <br /> I Installation and;Downloads, <br /> > > <br /> > > <br /> . Installation or download of unapproved programs can potentially <br /> damage files, a user's PC, or infect systems city-wide, which could cause cessation of daily <br /> operations. -Users are expected to coordinate with IT when new software is needed; so that <br /> said software can be vetted, licensed, and maintained. In order to maintain iE-11.0m <br /> system security, users are encouraged to accept updates pushed out by IT.to <br /> currently authorized programs such as Adobe Acrobat, Microsoft Office, 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 /> I media owned, leased I 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 /> 811Page <br />