Agenda - Council - 12/10/2024 - Laserfiche WebLink

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• accessible places, removable media must be kept in a secured area, and that confidential data is not displayed in seen -a manner that unauthorized personnel can view it. .—All IT equipment is CityCity property, and must remain on current premises. Uusers may not move IT equipment outside of its assigned area without prior approval from the IT department.— Designated pPortable equipment, such as projectors, laptop computers, and digital cameras, may be removed from GiiyCity buildings only for cityCity business by employees-e 1y. Portable equipment must be reserved and checked out only to City users. Users are expected to provide appropriate "common sense" protection against theft, breakage, environmental damage, and other risks. • • Users are required to log off computer workstations when absent for an extended time, such as the end of the day.— Users may, however, "lock" their workstation instead when absent for a short period of time, such as during a meeting or over lunch. All computers will lock after 15 minutes of inactivity. Virus Protection it otection All computer workstations, laptops, and servers must be protected from viruses using up- to -date antivirus software.— Users may not alter their system's configuration or take other steps to defeat virus protection devicessecurity applications, appliances, or systems.— All files on removable media must be scanned for viruses before being installedonto or accessed from CityCity computer equipment. It is the-ae employees' responsibility to immediately report Aany files -suspected or known to contain files, malicious actors, phishing emails, or viruses must be immediately reported to the IT department for proper handling. Wireless Access ir^'a �. ss-�" cccss Unauthorized wireless access into the CityCity's computer network is strictly prohibited. Wireless access is defined as, but not limited to 802.11 (Wi-Fi), Bluetooth,_ WiMax, and cellular technologies.— Users may not attempt to scan, connect to, or install any wireless computing device on Gi yCity equipment or property. Wireless access must be authorized and configured by the 6ityCity's IT department. —Any authorized wireless access must utilize standards -based encryption; and conform to adopted security practices as governed by LOGIS and/or state and federal government guidelines. Artificial Intelligence rtifi^ial Tntcffi cnc Approved use of Artificial Intelligence (AI) tools within the Qi4yCity of Ramsey must be authorized w Eby the IT Manager and Qi4yCity Administrator. Upon approval, employees may use low -risk data with AI technology tools to perform work -related tasks. Low - risk data is defined by Minnesota Statutes Chapter 13 as "Public" and is intended to be available to the public. Employees shouldate assume that developers of AI tools will retain all data entered into the tool. Sharing of medium or high -risk data -could be considered a data breach; and may be subject to disciplinary action. Employees who If -ten -are unsure whether the data you enter into AI applications is classified as public data should; consult the gityCity Clerk or IT Manager. All data created with the use of AI mustis to be retained in accordance with the GiyCity's records retention schedule. 901Page