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City of Arden Hills Personnel Policy Effective February 29,2016 <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 />COMPUTER USE <br />Most City business is conducted with the use of desktop, notebook computers, or cell <br />phones dedicated to a single user's activity. It is essential to protect City information <br />assets created, gathered, shared or stored with desktop, notebook computers, cell phones <br />related computer media (e.g.flash drives) and peripherial equipment such as fax machines, <br />printers and copiers. <br />General <br />1. The City will ensure reasonable physical safeguards to maintain desktop and <br />notebook computers and peripheral equipment in such a way to avoid <br />inadvertent disclosure of City information. <br />2. The City IT Department shall be responsible for secure installations, <br />configurations, distribution, management and removal from service, of City <br />desktop and notebook computers. <br />3. The City may withdraw permission of any or all business or personal uses of <br />its network or information systems at any time. <br />Securing Desktop and Notebook Computers. <br />1. When leaving a desktop or notebook computer unattended, users shall <br />apply the "Lock Workstation" feature (ctrl/alt/delete, enter) where systems <br />allow. <br />2. Unattended desktop and notebook computers shall be secured from <br />viewing by password protected screen savers which should be set to <br />automatically activate after a period of non-use. The period of non-use <br />shall be for no more than sixty (60) minutes. <br />3. Desktop computer users shall store confidential and sensitive information <br />on a networked drive (shared directory on the City network) and not the <br />user's hard drive. <br />4. Desktop and notebook computers and monitors shall be turned off at the <br />end of each workday unless instructed otherwise by the IT Department to <br />perform routine maintenance. <br />5. Desktop and notebook computer users shall not disable or alter security <br />safeguards, such as virus detection software, installed on City desktop or <br />notebook computers. <br />88