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HomeMy WebLinkAbout02-058 . . . CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 02-58 A RESOLUTION APPROVING THE ARDEN HILLS TECHNOLOGY MASTER PLAN WHEREAS: The City seeks to plan for the efficient and effective use oftechnology, and, WHEREAS: The use of technology enhances communication, organizational effectiveness, and service delivery, and, WHEREAS: a draft plan has been reviewed internally by city staff and the Website Taskforce, and, WHEREAS: The plan has been attached as Exhibit A, and, BE IT RESOLVED: The City of Arden Hills hereby adopts the attached Technology Master Plan. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 12th DAY OF NOVEMBER, 2002. iJ ~;s PRbBLoR ATTEST: . . . Exhibit A EN HILLS City Council Approval Draft November 5, 2002 ,.~~~~ ~f ~~m~~m~~ Section HeadinQ~ Page Number I. Overview 1 II. Inventory of Current IT 2 Assets & Capabilities III. SWOT Assessment 4 IV. Technology Management 5 Principles V. Strategic Technology 6 Initiatives VI. Technology Investment Plan 9 Appendix A Internal Survey Results Appendix B Technology Policy ~D O'~rn~~w . To more efficiently and effectively use financial and organizational resources, the City of Arden Hills has adopted a Technology Master Plan. The Plan is intended to effectively manage and coordinate internal technology use as well as address the service and information needs of the general public. The Plan is based on input obtained from an employee survey; an assessment of strengths, weaknesses, opportunities, and threats (SWOT Assessment); internal review; comments provided by the Website Taskforce; and review and comment by the City Council. The Plan is intended to span approximately three years. Generally speaking, the Plan addresses the following areas: Inventory of Current IT Assets and Capabilities Provides a documentation of current tangible assets and current capabilities. SWOT Assessment Outlines strengths, weaknesses, opportunities, and threats relative to technology. TechnoloQV ManaQement Principles . Articulates guiding principles for the City of Arden Hills in its purchasing, management, and use of technology. StrateQic TechnoloQV Initiatives Outlines five focus areas to enhance the City's use of technology. These focus areas include document imaging; e-government services; an evaluation of procurement and financial management processes; establish an internal Management Information Systems (MIS) Committee; and improve end user training. Some of the strategic initiatives are ready to be implemented while others are evaluative in nature. TechnoloQV Investment Plan Outlines an implementation program for the strategic technology initiatives. It also defines guiding principles for hardware and software replacement. Finally, given the fluid and changing nature of technology, this document is not intended to be responsive to changing technology and changes in municipal services, . City of Arden Hills Technology Master Plan 1 I~u IMntOnq I CMrrei IT ~ & ~~;~~I~til) Current Assets The spreadsheet below highlights the City's current tangible technological assets: Technoloav Inventorv E ul ment # Current Location/Staff AsSianment ACQuisition AntlclDated Re lacement Date Cost ".m Cost Year Workstations 4 ar Re lacement Gatewa 466C 1 Recentlonist 1999 $157 New Workstation 1800 2DC3 Gatewa 466C 1 C~Councir Chambers 199 $157 New Workstation $1800 2DC Ga:tew8" 466C 1 Code Enforcement / Buildina Insoector 19" $1,57 New Workstation $1,800 2DC Dell XPS 0266 1 008rations and Maintenance Sho;:;\ 1998 $259 New Workstation NfA NfA Dell XPS 0266 1 Qnerations and Maintenance aNHali\ 2001 $259 New Workstation NlA NfA Com a Desk ro 1 CSRII 200 $157 New Workstation $185 2004 Coma SP750 1 Senior Accountin;:;- Clerk 2001 $176 New Workstation $185 2004 Com a SP 750 1 OffICe Su;:;;:;Qrt s;:;;:::jalist 2001 $176 New Workstation $185 2004 Com a SP 750 I OffICe Su;:;;:;QrtS;:;;;::;alist 2001 $176 New Workstation $185 2004 Com a SP 750 I D~Clerk 2001 $176 New Workstation 190 2DC Com a SP 750 I C~ Administrator 2001 $176 New Workstation $~90 ~ HP Vectra 1 Recreation Su ervisor 2001 $160 NewWorkstalion $1 -4,005 HP Vectra I C; Planner 2001 $160 NewWorkstalion $1 ~ HP Vectra I 0 rations and Maintenance Director 2001 $160 New Workstation $19 20 HP Vectra I Buildin Official 2001 $160 New Workstation 19 20 HP Vectra 1 C; Accountant f Treasurer 2001 160 New Workstation $1950 20 Com;:;an EVO I Cable Television 200 $199 New Workstation $19 2 L~Co,n.;-uters Com;:;an EVO 160 I Commun. Services Director 2002 $200 New LaDtoD $15DC 2()()f IBM Think;:;ad 1 0. " Clerk 200 $249 New LaotoD $160 2004 Printe", (5 Year Replacement) HP Laser Jet 1100 1 ~Accountantl Treasurer 199 $41 NoRe lacement OKI Dot MatriX 1 Work Room 2001 used $82 NoRe lacement HP laser Jet6P 1 Recreation Su ervisor 199 $78 No Re lacement HP Laser Jet 4000 TN 1 OffICe Support Specialist Workgroup Prinler 199 $1,89 New Laser Printer $2,400 200 HP laser Jet4100 DTN 1 Rece tion Area Work. rou Printer 2DC $205 New Laser Printer $3,00< 200 HP LaserJet4100 DTN 1 Finance Work rou Printer 2002 $205 New Laser Printer $3 000 200 HP Laser Jet2200 DTN 1 Administration Work rou Printer 200 $136 New Laser Printer $2000 200 HP Color Laser Jet 4550N 1 Work Room 2002 $193< New Laser Printer $4 000 200 HP Laser Jet Fax 1 Rece tion Area 200 New Fax $5ll< 2004 Canon Ima;;E;Runner 7200 C~er 1 Work Room 20 Lease TBO I Miscellaneous Hardware I Cisco 2500 Series Router 1 Electric Room 2001 TBD Cisco Catalyst 35-00 Series XL SWitch I Cable Television 2001 NSCC TBD Cisco Catalyst 3500 Series XL Switch I Electric Room 2001 TBD Com Proliarit ML 370 SeNer 1 SeNer Closet 2DCl $310 New SeNer I $4 o0oi 200 Canon Powershot G2 D~tal Camera I D. Clerk 2DC2 $90 New Camera I ., o0oi 20ll< HP 910OC[W;ital Sender 1 Rece tion Area 2DCl $320 TBD I Software PMIN NfA Individual Work Stations 1997 $300 TBD ceware NfA Individual Work Stations NfA NlA TBD ~rook Financial Packa e NlA Individual Work Stations 2001 $1500 TBD IArcView GIS 3.1 I City Planner f Network License 199 $1,00 ArcVje~,,~.2 (2 New $2,0001 200 Licenses City of Arden Hills Technology Master Plan 2 . . . 110 ~.lIt~n of C~rre~t IT Aum & CINbil~til5 Current Capabilities Utilizing the assets identified in the previous table, the City of Arden Hills currently has the following capabilities: . Windows 2000 network server for data storage and backup (daily backup with one tape held off site) . Internet and e-mail access for all employees in connection with the City of Roseville's web and e-mail servers. . Webmail (access work e-mail, calendar, and contacts from home) Fax from desk (fax digital documents from the desktop) Standard software capability for word processing, organization, spreadsheets, database, graphics, and presentation applications Specialized software capability for building permit management; recreation registration and management; financial management, payroll, and utility billing; and a geographic information system for mapping and property data Website hosted by the City of Roseville Document scanning (documents smaller than legal size) Document reproduction utilizing copier, laser printer, and color laser printing capability Multimedia presentations in Council Chambers and/or conference rooms Joint powers agreement with the City of Roseville for network management, desktop support, and web and e-mail hosting (currently $20,000 per year) . . . . . . . . City of Arden Hills 3 Technology Master Plan ~ ~.!lG;'hl!1""".""J"'>"':::T"....,.,."...\..k' :......:. " ., _., ...,. <, ._ _. _._ ',' .,. '. ..... StrenQths . Recently upgraded technology in conjunction with the move to City Hall. . Joint powers agreement with the City of Roseville for low cost web server, e-mail server, and technology support services. . Low cost high speed fiber to serve existing City Hall via existing cable franchise, . Willingness to change status quo. . Adopted Technology Use Policy . Support of City management and leadership. Weaknesses . Incomplete utilization of existing technology due to lack of training and/or user willingness. . Limited resources and training opportunities for staff to fully utilize existing technology. . Limited and fragmented IT investments in the past. Opportunities · Additional partnerships and joint purchasing opportunities with adjacent communities. . Enhanced backup capabilities to ensure business continuity and preparedness in the event of an emergency and/or natural disaster. . Additional staff proficiency in the use of technology through internal and external training. . Enhanced data management, record retention, work flow, and public information through the implementation of a document imaging and record management program. . Increased interdepartmental coordination, issue identification, and training facilitated by the Management Information Systems Committee. Threats . Ever changing technology that leads to skill and asset obsolescence. . Outside parties corrupting City information systems . Resistance to change City of Arden Hills Technology Master Plan 4 IYo Tanol", ManlllmHt Prind~111 GuidinQ Principles The following principles shall guide the City of Arden Hills in its purchasing, management, and use of technology: 1. In general, the City of Arden Hill's information technology systems will be designed and coordinated to: . Accommodate and improve citizen access to public officials and employees, information, and services, . Enhance and continually improve the City's key functions and services; . Share information easily through standardized procedures and processes; 2. Technology investments should improve service delivery and/or staff effectiveness. 3, Information technology purchases shall, to the extent practical, integrate with existing systems and architecture, 4, Technology should be shared to the greatest extent possible. 5. Technology purchases should be evaluated with regards to functionality and usability by employees. 6. Data should be current, accurate, accessible, and secured from unauthorized access and accidental loss, 7. Where possible, the City will purchase pre-packaged software applications rather than building customized applications. 8. We will embrace information and communication systems that provide citizens with the opportunity to interact with us simply, predictably, and accurately. 9. Employees will receive the training necessary to achieve proficiency in the use of technology and information systems. No investment in technology will be made without a corresponding investment in training. 10. The Management Information Systems Committee, under the direction of the Community Services Director, will evaluate priorities and resources for accomplishing the City's technology and information management objectives. . City of Arden Hills Technology Master Plan 5 Vo ~trlt,~~~ Techl~I~~J Ilitiltiy,~ StrateQic TechnoloQV Initiatives Based on survey responses; an assessment of strengths, weaknesses, opportunities, and threats; and evaluation by the City Management team,. there are five strategic technology initiatives that would further enhance the City's use of technology. Capital expenditures necessary to implement the strategic initiatives are outlined in the subsequent Technology Investment Plan section, Each strategic initiative along with an implementation timeline is outlined below. 1. Document and Records Management: Record Retention, Public Information, Document Management Description A document imaging system would allow the City to store and retrieve documents in a digital format. By doing so, it is anticipated that the City can realize the following benefits: . Increased workplace efficiency by minimizing time spent looking for information. Fast document search and retrieval would allow one to find something in seconds what would normally take hours and/or days. . More efficient and effective research on historical issues. . Efficient electronic distribution of documents. . Effectively manage space at City Hall by destroying records consistent with the State record retention schedule, that have been scanned, or when necessary storing them off site. . Enhanced access for public information; potential to make certain documents available and searchable on the website with the addition of a web module. . Allow the City to maintain documents consistent with document retention guidelines. Certain documents are required to be maintained in perpetuity (building plans, etc.), Initial areas of focus, in order of priority, will include Council and Commission minutes, agendas, and packets; ordinances and resolutions; building plans; election information; address files; planning case files; utility as-builts; plats; accounts payable; accounts receivable, and general City records, City of Arden Hills Technology Master Plan 6 Voo Strate~ic TechnolMJ Initiatives Issues that require further evaluation prior to proceeding with document imaging include server space (existing vs. dedicated), staffing resources, and software functionality. Current Status / Projected Schedule We currently have a few elements in place to begin document imaging including a digital scanner (documents less than 11x14). Our new copier also has the capacity to scan documents as large as 11x17. The following highlights the hardware and staffing resources necessary to begin a document imaging program: Document Imaging Software Licenses Assumes one central scanning station wi(h two other $15,000 licenses, Annuallicense/support fee would have im lications for future 0 eratin bud ets, Workstation $1,800 Workstation dedica(ed (0 document imaging, Allows scanning of large formal documents including building plans, as-builts, plats, site plans, and so on. This item would be cost shared for joint use wi(h the City of Shoreview; Clerical support wouid assis( in the scanning of documents and electronically filing them. This may represent an opportunity to work wi(h one of the local agencies that provide job training and experience for mentally handicapped individuals. Seasonal or temporary staff could also be used, . Large Format Document Scanner $10,000 Clerical Support $10,000 The above is incorporated into the 2004 Capital Improvement Plan. Implementation Timeline: 2004-2005 2. E- Government Services With the advent of the internet, cities now have the ability to provide information and services in new ways. Currently, Arden Hills provides a significant amount of information via the website. However, with the exception of a few larger communities, most cities have not implemented "transactional" or e-government services. Transactional services could include such things as online utility bill payment, building permit applications, recreation registration, meeting room reservation, and so on. The following highlights the strategic initiatives to be evaluated and implemented regarding e-government services . City of Arden Hills 7 Technology Master Plan Vo St!fltelmc Techno!olW !nitilt~'es A. Transactional Service: Implement online utility billing payment once Spring brook Financial Software is fully in place, This can be done and hosted in conjunction with the software vendor. Implementation Timefine: 2003 B, Transactional Service: Evaluate feasibility of online recreation registration and payment; online building permit application and payment; and the software packages that support them, If feasible, evaluate implementation strategies. Implementation Timefine: 2003-2004 3. Evaluate procurement and financial management processes including: A. Evaluate the use of credit cards for transactions at City Hall: The City does not currently offer citizens and other customers the option to pay for services by credit card. In the past, there has been considerable interest expressed by the public to be able to pay with some type of credit or check card. This service is most often requested in conjunction with recreation registrations and building permit applications. Typically, there is an expense associated with providing this service. Generally, it is a percentage of the transaction (the higher the overall volume of transactions the lower the percentage and vice versa). Implementation Timefine: 2003 4, Establish an Internal MIS Committee To provide more diligent oversight of the City's overall internal technology needs, it is suggested that an internal Management Information Systems (MIS) Committee be established. The MIS Committee would provide a mechanism to coordinate technology investments across departments, implement the "Technology Master Plan," and facilitate end user training where practical. The Committee would consist of representatives from each of the various departments and only meet as needed, Implementation Timefine: 2003 5, Improve Staff and End User Training As outlined in the Technology Management Principles section of this document, investments in technology should coincide with investments in training to use that technology. This will be done internally where practical. Where not practical, investments in staff and end user training will be integrated into the budget process and consistent with the personnel policy. Implementation Timefine: Ongoing City of Arden Hills 8 Technology Master Plan . VI~ Techno~o~, Investment Plan When evaluating investments in the area of technology, the following shall serve as guiding principles: . Integrate technology investments with investments in and/or opportunities for staff training . 4 Year replacement schedule for PC's . Software and other hardware evaluated on a case-by-case basis . Evaluate purchases to ensure systems integration . When practical, evaluate partnership opportunities with other communities . Evaluate lease and purchase financing mechanisms The tables below outline a three-year Technology Investment Plan. The plan is limited to three years so it can be responsive to organizational needs and advances in technology, . Deseri tion Replacement Workstation Replacement Workstation Replacement Workstation Remote Server ArcView GIS 8.2 Upgrade Cisco Network Switch TOTAL: 2003 C/P Recommendation Qualitit 1 1 1 2 1 The 2003 CIP recommendation represents a replacement budget. City of Arden Hills Technology Master Plan 9 VlffJ TechrmoloGV Irmvestment Plan Oescri tion Replacement Worksta(ion Replacement Workstation Replacement Workstation Replacement Workstation Replacement Laser Printer Replacement Fax Replacement Laptop Large Format Scanner - Joint Purchase Document Imaging Software Document Imaging Workstation TOTAL: 2004 C/P Recommendation Quanti 1 1 1 1 1 1 1 0,5 1 The 2004 CIP recommendation represents the largest capital outlay for all three years. This is directly related to the acquisition and implementation of a document imaging and record management system. Otherwise, the remainder of the items are essentially replacements and/or upgrades to existing systems and equipment. Description Replacement Workstation Replacement Workstation Replacement Workstation Replacement Workstation Replacement Workstation Replacement Server Replacement Laser Printer Clerical Support - Document Imaging Webfische TOTAL: 2005 CIP Recommedation Quantit 1 1 1 1 1 1 1 The 2005 CIP recommendation essentially is a replacement capital improvement budget with the exception of the webfische module. This will allow the City to provide access to select scanned images to the public via the website, City of Arden Hills 10 Technology Master Plan . ~Iendix A: Internal Survey Re~ult~ . . City of Arden Hills Technology Master Plan 11 ~ ~HILLS Internal Technology User Survey (page 1 of 4) . Please nole all percentages have been rounded. Satisfied! Unsatisfied! Very Satisfied Verv Unsatisfied No Resoonse In general, how satisfied are you with current technological resources available to you? 92% 0% 8% Frequent or Infrequent 0.... No Occasional Users Non Users ReSDonse Network 83 % 8% 8% Internet 67% 33 % 0% Email: General 100% 0% 0% Email: Webmail 17% 42% 42% Email: Fax From Desk 17% 75 % 8% Outlook Calendar 75 % 17% 8% Laser Printers 92% 0% 8% Color Laser Printer 58% 42% 0% Website 83 % 17% 0% Digital Scanner/Sender 42% 50% 8% Laptops 25 % 67% 8% Digital Camera 50% 42% 8% Microsoft Word 67% 17% 17% . Microsoft Excel 75% 17% 8% Microsoft Access 58% 42% 0% Microsoft PowerPoint 25% 67% 8% Microsoft FrontPage 25 % 67% 8% PTWlN 42% 50% 8% AcewaTe 33 % 58% 8% BDS 17% 83 % 0% GIS 17% 75% 8% CitySight 50% 42% 8% Other' 17% 0% 83% *Lotus and Microsoft Publisher Fnture Technolol!V Use 1. In the past, we have internally contemplated several technology enhancements. position/department would utilize the following technology if available: Please indicate how your A. Digital lmaginglElectronic Filing Digital imaging could be a valuable tool for O&M; I would like to head down that path. Electronic filing - database. Record storage of plans, permits, surveys, address file, possibly even being able to send plans electronically to the City for review. Digital record of planning cases, searchable. Large format scanner for plans, as-builts, etc. (2) Link: scanned information such as old permits, agendas, resolutions, and other public information into website" Minutes, agendas, infonnation stored, and able to recall without having to go to a file drawer or downstairs. Same for personnel information. All City Hall records retention. . . . . ~ ~HILLS Internal Technology User Survey (page 2 of 4) This would make the organization of the filing system first rate and make things easier on everyone, Newspaper articles. Electronic filing would make all items at our fingertips rather than wasting time trying to figure out where things are located at. O&M could use a digital camera for documenting damage and repairs to City facilities and utilities. Scan all documents related to TIF activity ("perpetual" record retention requirement per OSA). AlP invoices, Audit reports. B. Online Transactions (Building Permits, Utility Billing, Rec Registrations, etc.) Rec registrations and sign-ups for leagues. Park rental, picnic tables, etc. All contractors could utilize instead of written checks sent in the mail. Would love to have coutractors to be able to go on-line to pull permits, with us accepting Visa or some type of credit card. (2) Planning case fee payment. Sign permit applications. Pay bills (ours). Receive payments. Closer to real "businessH, This would be useful. We are looking at new software. Coordinate with fmancial/security/manual reconciliation procedures to support such activities. 2. Over the next five years, what other improvements/technology upgrades would be useful to your position, department, and the organization as a whole? Hook up O&M building to City Hall. (2) SCADA. (2) Laptop computers for O&M (on-site review of information). On-line transactions. Belter reporting system needed for PTWIN. Electronic/digiral address filing sysrem. (2) System scanners for entering large documenrs/plans for address file. Reduce use of paper by scanning and emailing agenda packet, non-agenda, Planning Comntission meeting minutes, etc. (2) Enhanced data for GIS system including digitizing of sewer/water/storm sewer data, ropographic, and reduce color aerials currently being examined by Ramsey County users group. Connection to system by Council members. Paperless agenda - eliminate maiVtrips, etc. Ability to call up records off-site through PDA or small laptop - property, utilities, construction, minutes, actions, resolutions, etc. For example, eliminate extensive copying for Council and Planning using digital sealllling with email. Continue to do upgrades on all software and equipment. We do not want to revert back to the way it was. ~ ~~HILLS Internal Technology User Survey (page3 of 4) . New computer. Microfilming and scanning of as-builts. Utilizing the copier as another printer node (for utility invoicing purposes). Level of "telecommuting" - viable/desirable? Website and Public Information The website offers a good opportunity to provide residents and other interested individuals/organizations the opportunity to obtain public information. In addition, directing inquiries to the website can save administrative time faxing, mailing, or otherwise disseminating information. Please review the content of the City's website (www.ci.arden-hills.mn.us) particularly with regard to your functional area. Please higWight frequently requested information below that is currently not available on the site: Looks good for/to me. Purchasing permits on-line. Accessing City records via home pc's. Rink information, information on individual parks with map and pictures. Public Warks/snow plowing information, road restrictions. Code enforcement information. Refined planning handouts. Zoning questions. Municipal Code. Park Maps (I am hoping to have Jackie put more of these items on in the near futrne). City Hall - rooms available (information on use offacility). Utility rateslbilling procedures. Capital Improvement Plan - particularly PMP. Annual budget, including narrative. Future - after implementation of GASH 34 - management letter of how City is performing against its objectives. . Other Comments or SUI!!!estions As we begin the developmeut of our Technology Master Plan, is there any other feedback that you would like to provide: Not at this time, but please keep me part of the future. Would like to see the City develop an overall master plan that included record storage management software, based on an address system, whereby eventually if one were to type in an address you would call up all of the information we have on that property including penuits, code enforcement, sUlVey, 'Water and sewer locates, etc. Make it understandable, available, accessible, convenient for all. Phone system does not allow paging or intercom or line pick-up. . . ~ ~HILLS Internal Technology User Survey (page 4 of 4) No Response 4 33% 7 58% 0 0% 0 0% 92% 8% 8 67% 2 17% 1 8% 0 0% 92% 8% 4 33% 4 33% 2 17% 2 17% 100% 0% 8 67% 4 33% 0 0% 0 0% 100% 0% 1 8% 1 8% 1 8% 4 33% 58% 42% 2 17% 0 0% 4 33% 5 42% 92% 8% 8 67% 1 8% 2 17% 0 0% 92% 8% 11 92% 0 0% 0 0% 0 0% 92% 8% 3 25% 4 33% 3 25% 2 17% 100% 0% 3 25% 7 58% 2 17% 0 0% 100% 0% 3 25% 2 17% 2 17% 4 33% 92% 8% 0 0% 3 25% 2 17% 6 50% 92% 8% 1 8% 5 42% 3 25% 2 17% 92% 8% 6 50% 2 17% 1 8% 1 8% 83% 17% . 7 58% 2 17% 0 0% 2 17% 92% 8% 4 33% 3 25% 3 25% 2 17% 100% 0% 1 8% 2 17% 2 17% 6 50% 92% 8% 2 17% 1 8% 2 17% 6 50% 92% 8% 4 33% 1 8% 1 8% 5 42% 92% 8% 2 17% 2 17% 1 8% 6 50% 92% 8% 2 17% 0 0% 0 0% 10 83% 100% 0% 1 8% 1 8% 2 17% 7 58% 92% 8% 1 8% 5 42% 3 25% 2 17% 92% 8% 2 17% 0 0% 0 0% 0 0% 17% 83% e wendmx B: Techno!olY PoUCy Cily of Arden Hills Technology Master Plan 12 . EN HILLS . Adopted December 10, 2001 . City of Arden Hills Technology Policy . Section. Headinas Page Number I. Purposes 1 II. Statement of Policy 1 III. Use of Internet 2 IV. Use of E-mail 4 V. Security & Virus Protection 5 VI. Other Technology Issues 5 VII. Enforcement 7 VIII. Consent AQreement 7 . . . . . City of Arden Hills Technology Policy SECTION I. Purposes The purposes of the City of Arden Hill's computer and other electronic systems, including but not limited to, electronic mail (e-mail) and the internet, are to provide an efficient and effective means of internal and external communications and to improve work product. This policy addresses access to and disclosure of information from such electronic systems. Among other things, this policy is intended to guide City employees, volunteers, and contractors in the performance of their duties. This policy serves as notice to the employees, volunteers, and contractors of the City that all data, including any that is stored or printed as a document, is subject to audit and review. There Is no expectation of personal privacy in the use of the internet and e-mail systems when using the computers or services proVided by the City. Finally, this policy serves to delineate acceptable use of the internet and e-mail systems by City employees, volunteers, and contractors (collectively also referred to as "users" or "employees") while using government owned/leased equipment, facilities, internet addresses, domain names, and/or e-mail services registered to or provided by the City of Arden Hills. It seeks to ensure that the use of the internet and e-mail systems by City employees, volunteers, and contractors while conducting work for the City and/or while using City provided systems is consistent with the City's policies, all applicable laws, and the individual user's job responsibilities. SECTION II. Statement of Policy The City promotes internet and e-mail use that enables employees, volunteers, and contractors to perform City missions and encourages its employees, volunteers, and contractors to develop skill in the usage of internet and e-mail. It is expected that employees will use the internet and e-mail to improve their job knowledge; to access scientific, technical, and other information on topics which have relevance to the City; and to communicate with their peers in other government agencies, academia, and industry on matters of relevance to their work for the City. A. Responsible Use Users are advised not to the use the internet or e-mail systems for any purpose which would reflect negatively on the City or its employees. B. Property of the City of Arden Hills The City's e-mail and internet systems are business tools. These systems shall be used in a professional manner for legitimate business purposes only and, at all times, remain the property of the City. C. Scope: This policy applies to: (1) All technical resources that are owned or leased by the City, (2) That are used on or accessed from City premises, or that are used for City business. This policy also applies to all activities using any City paid accounts, subscriptions, or other technical services, such as internet access and e-mail, whether or not the activities are conducted from City premises; and ] City of Arden Hil/s Technology Policy (3) All full or part-time employees of the City, volunteers, and contractors who are authorized to use City resources to access the internet or e-mail systems. D. Information is not Private: The City computers and data stored on them are, and remain at all times, the property of the City. As such, all messages created, sent, or retrieved over the internet or the City's e-mail system are the property of the City, and should not be cOnsidered private. Employees have no right to privacy as to any information or file transmitted through or stored in the city's computer systems, e-mail, or other technical resources. E. Use of Respect for Others: Access to the internet via City resources and the use of City provided e-mail must only be used for City purposes. To that end, the use shall not disrupt or interfere with the work of other network users, adversely affect the operation of the internet or the City's own internal network, or misrepresent the interests of the City. F. Monitoring and Disclosure: The City reserves the right to access, retrieve, read, and disclose any data, messages, or files stored on City funded systems for any purpose. Employees should be aware that, even when a message is erased or a visit to a web site is closed, it is still possible to re create the message or locate the web site. The City reserves the right to monitor the use of the systems to prevent abuse, enforce other policies, and access information. Access may occur in, but is not limited to, situations indicating: (1) impropriety, (2) violation of a City policy, (3) legal requirements, (4) suspected criminal activities, (5) breach of system security, (6) to locate substantive information or to monitor employee performance and conduct. The contents of these systems may be disclosed by City management within or outside the City without employee permission. Furthermore, all communications including text and images may be disclosed to law enforcement or other third parties without prior consent of the sender or receiver. The City has unlimited access to protect the security of these systems and the City's property rights. . G. Consent: All of the City employees, volunteers, and contractors who are provided access to the City's internet and e-mail systems are required to abide by the City's policy contained here and in other relevant documents. SECTION III. Use of the Internet The City provides internet access to some employees for their use in performing their duties for the City. All City employeesy are responsible for using internet resources in an effective, ethical, and lawful manner. It is the City policy that internet resources, like other City assets, be used for the benefit of the City. All internet use should be congruent with the City's overall government policies. The City reserves the right to monitor and/or log all network activity with or without notice, including all web site communications, and therefore, users should have no expectations of privacy in the use of these resources. Use of the system in violation of this or other City policies is prohibited and may lead to disciplinary action, up to and including termination. . A. Uses that are acceptable and encouraged: . 2 . . . City of Arden Hills Technology Policy (1) Communications and information exchanges directly relating to the mission and work tasks of the City; (2) Announcements of City procedures, meetings, policies, services, or activities; (3) Use for advisory, standards, research, analysis, professional development or development activities directly related to the user's City job-related duties; (4) Use in applying for or administering grants or contracts for City programs and activities. B. Uses that are unacceptable It is unacceptable for a user to access, use, submit, publish, display, download, save, or transmit on the network, or on any computer system, any information which: (1) Violates or infringes on the rights of any other person, including the right to privacy; (2) Contains defamatory, false, inaccurate, abusive, obscene, pornographic, profane, sexually oriented, threatening, racially offensive, or other biased, discriminatory, or illegal material; (3) Violates City regulations prohibiting sexual harassment; (4) Restricts or inhibits other users from using the system or efficiency of the computer systems (5) Encourages the use of controlled substances or uses the system for the purpose of criminal intent; or (6) Uses the system for any other illegal purpose. C. It is also unacceptable for a user to use the facilities and capabilities of the system to: (1) Conduct any non-approved business; (2) Solicit the performance of any activity that is prohibited by law; (3) Transmit material, information or software in violation of any state, local, or federal law; (4) Conduct any political activity; (5) Conduct any non-City fund raising or public relations activities; (6) Download software authorization of administrator; without prior the network (7) Download music, video, and related media files that have no business purpose; (8) Engage in any activity for personal gain or personal business transactions; or (9) Make any unauthorized purchases. D. Copyrighted Material: Users may download copyrighted material, but its use must be strictly within the agreement as posted by the author or current copyright law. The federal Copyright Act at 17 U.S.C. 101 et seq. (1988), protects and prohibits use of all original works of authorship in any tangible medium of expression. This includes a prohibition on plagiarism (using someone else's ideas or writing and passing it on as one's own). E. E-mail: 3 City of Arden Hills Technology Policy Internet e~rnail is considered network activity; thus, it is subject to all policies regarding acceptable/unacceptable uses of the internet as well as the City's e-mail policy. Users should not consider internet e-mail to be private or secure. F. Passwords Access to the internet may require a password, and authorized employees are prohibited from giving their password to any other person, except as provided for in this policy. The password remains the property of the City, and all passwords must be disclosed to the Director of Administration. SECTION IV. Uses of E-mail System The City provides an e-mail system to employees for their use in performing their duties for the City. All employees of the City are responsible for using the e-mail system in an effective, ethical, and lawful manner. It is the City policy that the e- mail system, like other City assets, be used for the benefit of the City. All e-mail use should be congruent with the City's overall government policies. The City reserves the right to monitor and/or log all network activity with or without notice, including all web site communications; and, therefore, users should. have no expectation of privacy in the use of these resources. Use of the system in violation of this or other City policies is prohibited and may lead to disciplinary action, up to and including termination. A. The City's e-mail system shall not be used for unacceptable or unrelated purposes, including but not limited to the following: (1) To send or receive "chain" or similar type "letters." (2) To send and receive music, video, and related media files that have no business purpose. . (3) To send and receive software without prior authorization of the network administrator. (4) To send or receive documents in violation of copyright or other laws. (5) To knowingly open mail not directed to you. Except to the extent that the City reserves the right to access and review all electronic uses and records, e- mail messages are confidential. (6) To send messages in violation of City security policies. (7) To forward electronic messages without a legitimate business purpose, under circumstances likely to lead to embarrassment of the sender or to violate the clearly expressed desire of the sender to restrict additional dissemination. . (8) To send messages that are false or misleading, inaccurate, abusive, obscene, pornographic, profane, sexually-oriented, threatening, offensive, discriminatory, or illegal, including but not limited to sending messages under an assumed name or with intent to obscure the origin of the message. (9) To solicit or proselytize for commercial ventures, religious or political causes, outside organizations other non-job related solicitations. B. Avoid "carbon copying" individuals who have no direct involvement or . 4 . . . City of Arden Hills Technology Policy "need to know." Likewise, e-mail to all users should only be used on very rare occasions when every person on the system has a direct need to know. C. Avoid ''forwarding'' e-mail to a third parly unless necessary (see "carbon copying). When forwarding, explain the reason for the forwarding action and edit out any potentially inappropriate contents. If in doubt about the appropriateness of forwarding a given piece of mail, check with the originator for guidance. D. When sending an e-mail requiring "action, " be sure to indicate which mail recipient(s) is/are to take action. E. Do not "say" anything in an e-mail message that could prove embarrassing or compromising to you, the City, or others. Each employee is responsible for the content of all text, audio, or images they transmii. F. Avoid potentially contentious exchanges through e-mail. G. Confidential and sensitive information such as performance reviews, disciplinary and/or corrective actions, attorney"client privileged information, personnel information, private data as outlined in the Minnesota Government Data Practices Act, and health or medical information should not be communicated via e-mail. H. Communications which would be inappropriate under other City policies are equally unacceptable if delivered via electronic communication. These communications may include, but are not limited to, harassing or discriminatory comments, breaches of confidentiality, and insubordinate statements. I. Use your common sense in determining when to use e-mail, in what is said, and to whom. Remember that electronic communication is not private and the City resefVes the right to monitor and review all communications originating from or entering its computer systems. SECTION V. Security and Virus Protection A. E-mail and/or internet access may utilize passwords for security; however employees should be aware that the reliability of such tools for maintaining confidentiality cannot be guaranteed. Additionally, all passwords must be made known to the City through the Director of Administration, and passwords not known to the City shall not be used. B. To prevent computer viruses from being transmitted through the system, employees are not permitted to download or install any software onto their computers or any drives in those computers. When downloading a file or opening an e-mail attachment, users must scan all materials with City provided virus protection software. Additional consideration of policies and communications from the City's network administrator should also be used in determining how to handle potentially damaging e-mail or files. SECTION VI. Other Technology Issues Beyond the use of internet and e-mail, there are several other issues to consider when utilizing City-owned technology, including personal computer and network usage. 5 City of Arden Hills Technology Policy A. Copying Software and Programs Most computer software and programs are copyrighted, and it is illegal to make multiple copies. Employees may only copy and use software in accordance with the software license agreement. If there is any question about the appropriate use of the software, employees should contact the Director of Administration. B. Only Authorized Software Allowed No external, personal, or downloaded software andlor hardware shall be installed without prior approval by the network administrator. C. Backing Up/Deleting Files All files stored on the network will be backed up on a regular basis. Files that are stored on a users hard drive will not be backed up. D. Management of Files Because the storage capacity of the network is limited, all users are responsible for deleting outdated files. Users are also responsible minimizing the amount of large files such as graphics contained on the network. E. Work Product Ownership All information developed on a City computer system or introduced to a City computer system is the property of the City, regardless of where it was created. Likewise, all information developed by a City employee on computers outside of the City, if in conjunction with his or her employment with the City, is the property of the City, regardless of where it was created. F. Network Virus Protection . Users shall not change their system configuration or take other steps to defeat virus protection devices or systems. Individual employees are responsible for verifying that disks and other storage media used or received from outside computers are scanned for viruses prior to their use on City computers. Please request assistance if you are unsure of how to scan files, disks, or related storage media for viruses. G. Access to Data A user's ability to view, add, or modify the configuration of their PC's and network files is based on access rights configured by the network administrator. These can be changed if needed. Contact the network administrator to request changes to user access rights. . H. Calendar/Scheduler Use Policy All employees who have Microsoft Outlook should use the calendar/scheduler feature to schedule all appointments and meetings. All meetings, vacations, and appointments should be updated on calendars on a daily basis. I. Computer Training Employees are encouraged to seek additional training and education in the use of software applications and related technology. Training should be pertinent to the employee's job responsibilities and, to the extent possible should take place outside the normal workday. On a case-by-case basis, the cost of training will be incurred by the City depending on the availability of funds and City needs. An employee must have prior . 6 . . . City of Arden Hills Technology Policy authorization from their supervisor to enroll in any training paid for by the City. SECTION VII. Enforcement This policy is intended to be illustrative of the range of acceptable and unacceptable uses of the internet and e-mail systems provided by the City and is not necessarily exhaustive. Questions about specific uses should be directed to the user's supervisor. Prior to accessing the internet and e-mail systems, employees shall review this policy and sign the attached consent form. The Director of Administration and/or the ernployees supervisor will review alleged or suspected violations of this policy, and clear violations may result in disciplinary actions. Any user violating these provisions Or applicable local, state, or federal laws is subject to immediate loss of or restrictions on internet/e-mail privileges, additional disciplinary actions, up to and including termination of employment, and/or criminal prosecution. SECTION VIII. Consent Agreement As a condition of employment, all City employees must acknowledge that all computer and electronic systems, including but not limited to, e-mail and internet network activity, are the property of the City and, therefore, they should not conSider any activity to be private. Prior to obtaining access to the internet or e- mail systems, employees must sign the consent form provided. By signing the consent form, users acknowledge that they have received a copy of this policy, read it, and understand the City's policy and the potential penalties for non- compliance. 7 City of Arden Hills Technology Policy City of Arden Hills Consent Form on Employee Use of E-mail, Internet, and . Related Technology I, , have read the City's Technology Policy governing employee use of e-mail, internet, and related technology and agree to comply with all of its terms and conditions. I understand and agree that all computer and electronic activity, including but not limited to electronic mail and internet network activity being conducted with City resources is the property of the City. I acknowledge and consent to the City's right to monitor, log, access, and review all such activity, with or without notice, and, therefore, I have no expectation of privacy in the use of these resources. I understand that such monitoring may include printing and reading all electronic mail and data entering, leaving, or stored on the City's equipment. Finally, I understand that violation of this Policy may subject me to discipline, up to and including, termination of employment. Employee Name (Printed) Date . Employee Signature .