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City of Arden Hills Personnel Policy'_` Effective February 29, 2016 ri` 1 ILN HILLS Amended December- ' n October 28 2019 1. All City desktop and notebook computers shall be configured according to City desktop and notebook configuration standards. 2. Without exception, a user's standard login account cannot be a member of the local machine administrator's group on the user's assigned desktop or notebook computer. 3. User identification (name) and authentication (password) shall be required to access the operating system of all desktop and notebook computers whenever turned on or booted. 4. Local hard drives shall not be accessible when a desktop or notebook computer is booted from mobile media, e.g., a diskette or compact disk. 5. City standard virus detection software shall be installed on all desktop and notebook computers, mobile, and remote devices and shall be configured to check files when read and routinely scan the system for viruses. 6. Desktop and notebook computers shall be configured to log all significant computer security relevant events. (e.g. password guessing, unauthorized access attempts or modifications to applications or systems software.) Policy exceptions. The IT Department Network Manager shall be authorized to approve or deny policy exceptions regarding elements of any security policy. Policy exception ire uest shall be submitted electronically or in hard copy form to the Network Manager. Privacy Employees who use the City's computer system are not guaranteed privacy or confidentiality. All files and documents stored on City -owned equipment and media, including personal messages and internet usage logs, are subject to monitoring by City management and may also be viewed by City I.T. staff as a consequence of performing their duties. Employees must respect the confidentiality of other people's electronic communications and may not attempt to read, "hack" into other systems or other people's accounts, or "crack" passwords, or breach computer or network security measures, or monitor electronic files or communications of other employees or third parties except by explicit direction of City management. Public Records & Accessibility Electronic files, documents and messages, are a public record and subject to public record r-egu_ft_ans,,-te regulations, such as the Minnesota Government Data Practices Act, with respect to inspection and disclosure, and scheduled retention and disposition. Electronic files that store e-mail messages and other documents are the City's property. Employees should be aware that the City has the same right to access electronic files 94