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City of Arden Hills Personnel Policy Effective February 29,2016 <br />The City's e-mail distribution lists generally are to be used for official City business only. <br />Distribution lists that include persons who are not City employees may not be used for <br />other purpose without the prior authorization of the City Administrator/Department <br />Director. Messages that are of general interest to City employees but not official business <br />should be posted to the message board on the SharePoint Extranet rather than mailed to <br />employee distribution lists such as "ArdenHills —All". Use of employee distribution lists <br />for non-official business should be infrequent and not be political or controversial in <br />nature. If they contain requests for donations of any sort, the sender must obtain the <br />prior approval of the City Administrator/Department Director. <br />Inappropriate Material <br />Electronic media may not be used for knowingly transmitting, retrieving or storage of any <br />communications of a discriminatory or harassing nature, or which are derogatory to any <br />individual or group, or which are obscene or sexually explicit, or are of a defamatory or <br />threatening nature, or for "chain letters," or for any other purpose which is illegal or <br />against City policy or detrimental to the City's reputation. Electronic media may not be <br />used for personal use relating to political, religious, or personal financial profit. <br />System Security <br />City employees shall adhere to the following practices to protect the integrity and security <br />of the City's computer system: <br />Employees may not install any modem, wireless access device, other external <br />connection or remote access hardware or software onto their City-provided <br />computer or any part of the City's network without the prior authorization of IT <br />staff and with approval of the Department Director. <br />Employees may not disable any anti-virus, firewall, or other software or hardware <br />designed to prevent unauthorized access to the City's network and computers <br />without the prior authorization of IT staff and the City Administrator. <br />Employees are responsible for maintaining the confidentiality of passwords. <br />Employees shall immediately inform their Supervisor and the I.T. Help Desk if <br />they know or have reason to suspect that any passwords have become known to a <br />person unauthorized to access the systems they protect. <br />Employees shall immediately inform their Supervisor and the I.T. Help Desk <br />should they become aware of a possible security breech. This includes knowledge <br />of a password by someone not authorized to have it, inappropriate demand to <br />reveal a password, unauthorized access to a system, and loss or theft of equipment <br />or storage media (CDs, disks). <br />Software <br />Computer software is protected by U.S. copyright law. It is illegal to make or distribute <br />copies of copyrighted material without authorization. Software installed on City-owned <br />99