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any reason or no reason at all. Users should have no expectation of privacy. In addition, the City <br />is subject to the Minnesota Government Data Practices Act, the State BCA policy, Federal CJIS <br />policy, and other laws governing the collection, storage, use, and disclosure of data. All files and <br />documents, including personal messages and internet logs, created, received, collected, or <br />generated by City employees or using the City's Information Technology Systems are subject to <br />those laws and may be disclosed in certain circumstances without the permission of the employee <br />or user. <br />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 absolutely no <br />exceptions. Users are prohibited from installing, downloading, purchasing, subscribing, or <br />acquiring both hardware and software, including product demonstrations, without prior approval <br />from the IT Manager. Software applications not required for official City business are strictly <br />prohibited. Attempts by employees to manipulate City hardware, networking systems, security <br />systems or appliances, or licensed software or apps, outside of approved updates, are in direct <br />violation of this policy. <br />Installation and Downloads <br />Installation or download of unapproved programs can potentially damage files, a user's PC, or <br />infect systems City-wide, which could cause cessation of daily operations, and possibly affect <br />constituents and service providers. Users are expected to coordinate with IT when new software <br />is needed so that said software can be vetted, licensed, and maintained. In order to maintain <br />system security, users are encouraged to accept updates pushed out by IT to currently authorized <br />programs such as Adobe Acrobat, Microsoft Office, and other previously installed software. <br />Licensing <br />To ensure license compliance, all software must be purchased by and licensed to the City. <br />• Development: Any software programs (i.e., custom -designed Microsoft Access <br />databases, etc.) developed for use by the City become the property of the City. Software <br />programs may not be sold or distributed without prior approval. <br />• Home: City -owned software may not be loaded on non -City owned equipment <br />unless there is prior approval of the Department Head and the IT Manager. <br />• Copyright Laws: City users are required to abide by software and documentation <br />copyright laws and licensing agreements. Questions 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. The IT Manager will periodically <br />check for software that may be in violation of the above policy. <br />Data Management and Protection <br />• Minnesota Data Practices Act: Under the provisions of the Minnesota Data Practices <br />Act, all data stored on computer media owned, leased, or rented by the City is <br />considered City property. The data is subject to the Minnesota Data Practices Act, <br />which governs its use, dissemination, and classification. All data is also subject to <br />77 <br />