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City of Arden Hills Personnel Policy Effective February 29,2016 <br />6. Additional security requirements may be required for computers containing <br />data governed by other applicable State and Federal laws including law <br />enforcement data and data associated with the Health Insurance Portability <br />and Accountability Act (HIPPA). <br />7. Employees shall immediately inform their Supervisor and the I.T. Help <br />Desk should they become aware of a possible security breech. This includes <br />knowledge of a password by someone not authorized to have it, <br />inappropriate demand to reveal a password, unauthorized access to a <br />system, and loss or theft of equipment or storage media (CDs, disks). <br />Physical Security Measures. <br />Physical security measures shall be used to secure notebooks, computer media, and other <br />forms of information storage media containing confidential or sensitive information. <br />1. Mobile notebook computers actively connected to the network or <br />information systems must not be left unattended. <br />2. Notebook computers left in a vehicle except in public works department <br />vehicles where the device is mounted to the vehicle console. If possible, the <br />notebook should be stored in a locked trunk. (Weather conditions should <br />be considered when leaving electronic equipment in a vehicle for long <br />periods of time.) Unattended vehicles shall be locked at all times. <br />3. Mobile notebook computers, computer media and any other forms of <br />removable storage (e.g. zip drives, flash drives, etc.) should be stored in a <br />secure location, attached to the workstation by locking cable or stored in a <br />locked cabinet when not in use. <br />4. Other information storage media containing confidential data such as paper, <br />files, tapes, etc. shall be stored in a secure location or locked cabinet when <br />not in use. <br />Peripheral Equipment. <br />Peripheral equipment (e.g. printers, faxes, copiers) that store, produce and/or transfer <br />confidential or sensitive information shall be protected from inadvertent or unauthorized <br />access. <br />1. Fax machines that store or transmit confidential or sensitive information <br />shall be placed in secure locations and monitored. <br />2. All documents containing confidential or sensitive information shall be <br />cleared from printers and copiers immediately. <br />89