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City of Arden Hills Personnel Policy Effective Fcbrnary 29 201-5¢ inappropriate contents.If in doubt about the appropriateness of forwarding a given piece of mail,check with the originator for guidance. When sending an e-mail requiring"action,"be sure to indicate which mail recipient(s)is/are to take action. Do not"say"anything in an e-mail message that could prove embarrassing or compromising to you,the City,or others.Each employee is responsible for the content of all text,audio,or images they transmit. Avoid potentially contentious exchanges through e-mail. Confidential and sensitive information such as performance reviews, disciplinary and/or corrective actions,attorney-client privileged information,personnel information,private data as outlined in the Minnesota Government Data Practices Act, and health or medical information should not be communicated via e-mail. Communications which would be inappropriate under other City policies are equally unacceptable if delivered via electronic communication.These communications may include, but are not limited to,harassing or discriminatory comments,breaches of confidentiality,and insubordinate statements. Use your common sense in determining when to use e-mail,in what is said,and to whom. Remember that electronic communication is not private and the City reserves the right to monitor and review all communications originating from or entering its computer systems. Computer Use Formatted:Underline Most City business is conducted with the use of desktop notebook computers or cell Formatted:Normal,Left phones dedicated to a single user's activity. It is essential to protect City information assets_created_gathered shared or stored with desktop notebook computers cell phones related computer media (e.g.flash drives) and peripherial equipment such as fax machines printers and copiers. This is subject to the City's Computer Use Policy. Employees are Commented[SI55]:Create a Computer use Posey„sing required to annually signoff on this polio Ro—ille's as an example. Commented[SI56]:Create a form. Security and Virus Protection Formatted:Underline E-mail and/or internet access may utilize passwords for security;however employees should be aware that the reliability of such tools for maintaining confidentiality cannot be guaranteed. Additionally, all passwords must be made known to the City through the Director of Administration,and passwords not known to the City shall not be used. To prevent computer viruses from being transmitted through the system,employees are not permitted to download or install any software onto their computers or any drives in those computers.When downloading a file or opening an e-mail attachment,users must scan all 95