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City of Arden Hills Personnel Policy'_` Effective February 29, 2016 <br />ri` 1 ILN HILLS Amended December- ' n October 28 2019 <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 shall <br />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 />Unauthorized Software <br />1. Individual users shall not install or download software applications and/or <br />executable files to any City desktop or notebook computer without prior <br />authorization from the IT department. <br />2. The IT Department shall make available to users, a list of authorized and <br />accepted software and applications approved by the City. <br />Viruses <br />1. Desktop and notebook computer users shall not write, compile, copy, <br />knowingly propagate, execute, or attempt to introduce any computer code <br />designed to self -replicate, damage, or otherwise hinder the performance of <br />any computer system (e.g. virus, bacteria, worm, Trojan horse, or the like). <br />2. Suspected viruses should be reported immediately to the IT Department. <br />3. Viruses shall not be deleted without expert assistance unless instructed by the <br />IT Department. <br />4. Individual employees are responsible for verifying that disks and other <br />storage media used or received from outside computers are scanned for <br />viruses prior to their use on City computers. Please request assistance if you <br />are unsure of how to scan files, disks, or related storage media for viruses. <br />Monitoring of desktop and notebook computers. <br />The City reserves the right to monitor individual user desktop and notebook computers at <br />random or for cause. <br />Technical Security. <br />Desktop and notebook computers shall be configured to reduce the risk of inadvertent or <br />unauthorized access to City information and systems. <br />93 <br />