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Physical security measures shall be used to secure notebooks, computer media, and other forms of <br />information storage media containing confidential or sensitive information. <br />a. Mobile notebook computers actively connected to the network or information systems must not be <br />left unattended. <br />b. Notebook computers left in a vehicle except in public works department vehicles where the device <br />is mounted to the vehicle console. If possible, the notebook should be stored in a locked trunk. <br />Weather conditions should be considered when leaving electronic equipment in a vehicle for long <br />periods of time.) Unattended vehicles shall be locked at all times. <br />c. Mobile notebook computers, computer media and any other forms of removable storage (e.g. zip <br />drives, flash drives, etc.) should be stored in a secure location, attached to the workstation by <br />locking cable or stored in a locked cabinet when not in use. <br />d. Other information storage media containing confidential data such as paper, files, tapes, etc. shall <br />be stored in a secure location or locked cabinet when not in use. <br />4. Peripheral Equipment <br />Peripheral equipment (e.g. printers, faxes, copiers) that store, produce and/or transfer confidential or <br />sensitive information shall be protected from inadvertent or unauthorized access. <br />a. Fax machines that store or transmit confidential or sensitive information shall be placed in secure <br />locations and monitored. <br />b. All documents containing confidential or sensitive information shall be cleared from printers and <br />copiers immediately. <br />5. Unauthorized Software <br />a. Individual users shall not install or download software applications and/or executable files to any <br />City desktop or notebook computer without prior authorization from the IT department. <br />b. The IT shall make available to users, a list of authorized and accepted software and applications <br />approved by the City. <br />6. Viruses <br />a. Desktop and notebook computer users shall not write, compile, copy, knowingly propagate, <br />execute, or attempt to introduce any computer code designed to self-replicate, damage, or <br />otherwise hinder the performance of any computer system (e.g. virus, bacteria, worm, Trojan <br />horse,or the like). <br />b. Suspected viruses should be reported immediately to the IT Department. <br />c. Viruses shall not be deleted without expert assistance unless instructed by the IT Department. <br />7. Monitoring of desktop and notebook computers <br />a. The City reserves the right to monitor individual user desktop and notebook computers at random <br />or for cause. <br />8. Technical Security <br />Desktop and notebook computers shall be configured to reduce the risk of inadvertent or unauthorized <br />access to City information and systems. <br />a. All City desktop and notebook computers shall be configured according to City desktop and <br />notebook configuration standards. <br />b. Without exception, a user's standard login account cannot be a member of the local machine <br />administrator's group on the user's assigned desktop or notebook computer. <br />c. User identification(name) and authentication (password) shall be required to access the operating <br />system of all desktop and notebook computers whenever turned on or booted. <br />d. Local hard drives shall not be accessible when a desktop or notebook computer is booted from <br />mobile media,e.g.,a diskette or compact disk. <br />e. City standard virus detection software shall be installed on all desktop and notebook computers, <br />mobile, and remote devices and shall be configured to check files when read and routinely scan <br />the system for viruses.