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City of Arden Hills Personnel Policy Effective February 29,2016 <br />To prevent computer viruses from being transmitted through the system, employees are <br />not permitted to download or install any software onto their computers or any drives in <br />those computers. When downloading a file or opening an e-mail attachment, users must <br />scan all materials with City provided virus protection software. Additional consideration of <br />policies and communications from the City's network administrator should also be used in <br />determining how to handle potentially damaging e-mail or files. <br />Other Technology Issues <br />Beyond the use of internet and e-mail, there are several other issues to consider when <br />utilizing City-owned technology, including personal computer and network usage. <br />Copying Software and Programs <br />Most computer software and programs are copyrighted, and it is illegal to make multiple <br />copies. Employees may only copy and use software in accordance with the software license <br />agreement. If there is any question about the appropriate use of the software, employees <br />should contact the Director of Administration. <br />Only Authorized Software Allowed <br />No external,personal, or downloaded software and/or hardware shall be installed without <br />prior approval by the network administrator. <br />Backing Up/Deleting Files <br />All files stored on the network will be backed up on a regular basis. Files that are stored on <br />a users hard drive will not be backed up. <br />Management of Files <br />Because the storage capacity of the network is limited, all users are responsible for deleting <br />outdated files. Users are also responsible minimizing the amount of large files such as <br />graphics contained on the network. <br />Work Product Ownership <br />All information developed on a City computer system or introduced to a City computer <br />system is the property of the City, regardless of where it was created. <br />Likewise, all information developed by a City employee on computers outside of the City, <br />if in conjunction with his or her employment with the City, is the property of the City, <br />regardless of where it was created. <br />Network Virus Protection <br />Users shall not change their system configuration or take other steps to defeat virus <br />protection devices or systems. <br />Individual employees are responsible for verifying that disks and other storage media used <br />89