Laserfiche WebLink
review and investigation at the discretion of the City Administrator, Department Heads, <br />IT Manager, and/or law enforcement. The City Clerk should be contacted with <br />questions regarding the classification of public and private data. <br />• Data Ownership: All information developed or introduced to a City technology <br />system by a user in conjunction with employment with the City is the property of the <br />City. <br />• Data Storage: All City data must be saved to a network drive on a City server. <br />• Data Deletion: Users are responsible for deleting outdated files that are no longer <br />needed, in compliance with of the City Records Retention Schedule. This includes data <br />files and e- mail messages. The City Clerk should be contacted with questions regarding <br />the City Records Retention Schedule. <br />• Data Backup: Backups are performed on all data stored on the file servers. Workstation <br />hard drives or any other devices are not backed up. Data stored on local machines are the <br />responsibility of the user. <br />Portable Information Systems <br />Laptop computers, cameras, tablets, and other City -owned portable equipment may be used for <br />City business outside of City facilities. When devices such as these are in the hands of <br />employees, they are expected to provide appropriate "common sense" protection against theft, <br />accidental breakage, environmental damage, and other risks. Desktop computers, desk phones, <br />and other attached devices are not to be removed from City buildings. The user is responsible for <br />backing up or any loss of data stored on the standalone or portable computer. Users are expected <br />to contact IT or their supervisor within a reasonable timeframe when any City devices or access <br />cards are lost or stolen. <br />City -Issued Cellular Phones <br />Department Heads may acquire cell or smartphones for employee use when the expense and use <br />is justifiable in terms of improved service and responsiveness to citizens or other employees. <br />Department Heads are responsible for that justification, both initially and on an ongoing basis. <br />Cell phones should be provided only when required for the employee to perform essential <br />functions of their job. Simple convenience is not an adequate justification. All cell phones used <br />for City business may be subject to being placed into a Mobile Device Management system <br />(MDM) to be centrally managed, set up, protected, and erased by IT Staff. <br />A Department Head may authorize employees to voluntarily use their own personal phone for <br />City business at their own expense. <br />The use of public resources by City employees for personal gain and/or private use, including <br />but not limited to outside employment or political campaign purposes, is prohibited. Incidental <br />and occasional personal use may be permitted with the consent of the direct supervisor, but only <br />when it doesn't interfere with work duties. Personal calls made by employees on a City - <br />provided cellular phone should only occur when absolutely necessary, must not interfere with <br />working operations, and should be completed as quickly as possible. Department Heads may <br />prohibit employees from carrying personal cell phones during working hours if they interfere <br />with the performance of their job duties. <br />78 <br />