2009-12-09 Addn'l Handout from Mtg.

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12 -09 -09 Responsibility: No email or other electronic communications (including facsimile messages) may be sent which attempt to hide the identity of the sender, or represent the sender as someone else or from another organization. Employees are responsible for all electronic messages originating from a computer operating under his /her password. In no event shall an employee open an email attachment from an unknown source and shall take precautions to ensure that attachments were in fact sent by the known source. The City Administrator shall be notified immediately anytime the employee has reason to believe that City equipment may have been compromised by a virus, malware or spyware. 22.8 Excessive Usage General: Electronic media and services should not be used in a manner that is likely to cause network congestion or significantly hamper the ability of other people to access and use the system. Continued impedance of other users through mass consumption of system resources, after receipt of a request to cease such activity, is prohibited. The willful or careless introduction of programs known as computer viruses, Trojan Horses and worms into the City's network or into any external networks or computers can cause such excessive computer usage or even damage a system and so would be a violation of this policy. 22.9 Data Retention Records Retention Schedule: Electronic media may only be discarded in accordance with the City's Data Practices Plan and the Minnesota Data Practices Act. It should be assumed that electronic media may be viewed by the public in accordance with the Data Practices Act. As such, electronic media are similar to printed communication and should be written with the same formality. 22.10 Questions Regarding Policy General: City Employees who have concerns or are uncertain about ethical, legal or security issues regarding the use of data communications tools are expected to discuss their concerns with their supervisor who will act as the Employee's first point of contact. Integrity: Part of the responsibility of the City Administrator is to insure the integrity of City data (an asset). Therefore, the City Administrator, in consultation with the City Attorney, will resolve and answer any questions about this Acceptable Use Policy or its interpretation. Until such issues are resolved, questionable use should be considered "not acceptable ". Questions of interpretation should be submitted, in writing, to the City Administrator. Final authority for this Acceptable Use Policy lies with the City Council. Page 42 of 50 Adopted ,, 2009