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Exceptions to the following policy will be made on a case -by -case basis and only after review <br />by the Department Head and IT Manager followed by approval by the City Administrator. <br />GLOSSARY OF TERMS <br />• Electronic Mail (e-mail): A network application that allows users to exchange <br />messages over a communications network with other users. <br />• Cloud Infrastructure/Services: Computer systems and software located outside the <br />logical and physical confines of the City's managed network. <br />• Information Technology (IT) Systems: Includes, but not limited to, computers, printers, <br />software applications, e- mail, Internet, telephone, cell phones, Wi-Fi, etc. whether they <br />are local or cloud -based. <br />• Pass Phrase: A longer password that can include all written characters, including spaces. <br />Passphrases are usually easier to remember, and, due to their length, are more secure. <br />• Social Networking Sites: Sites that focus on building online communities of people <br />who share interests and activities and/or exploring the interests and activities of others. <br />Examples of social networking websites include Facebook, Linkedln, Snapchat, <br />Twitter, etc. <br />• Software: Software includes the operating system and all utilities that enable the <br />computer to function. Application software includes programs that do real work for <br />users (i.e., word processors, spreadsheets, and database management systems). <br />• Users: Persons that utilize any IT systems, applications, devices, or other City -managed <br />technologies. <br />INFORMATION TECHNOLOGY USE <br />Access <br />All users must be authorized to use City IT systems by their Department Head, supervisor, and IT <br />Manager. All users must complete annual security training to maintain access to all IT systems. <br />Failure to complete training may put the user in violation of the IT/Personnel Policy (see <br />Violation of Policy section). <br />Auditing <br />The City of Ramsey reserves the right to monitor and audit use of its IT systems at any time <br />without the user's consent. An audit may result in the removal of hardware and/or software not <br />compliant with this policy, revocation of permission to use the City's IT systems, employee <br />discipline, up to and including termination, and/or criminal charges, depending on the nature of <br />the violation. <br />Reporting <br />Users should notify their immediate supervisor, the IT Manager, Human Resources, or the City <br />Administrator upon learning of violations of this policy. <br />Expectation of Privacy <br />As addressed above, all City -owned equipment and Information Technology Systems, including <br />e-mail, are City property and subject to inspection by the City at any time, without notice, and for <br />76 <br />