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HomeMy WebLinkAbout99-143 CITY OF LAKEVILLE RESOLUTION Date June 7, 1999 Resolution No. 99-143 Motion By Ryan Seconded By Mulvihill RESOLUTION AMENDING LAKEVILLE EMPLOYEE HANDBOOK AND LIQUOR STORE EMPLOYEE HANDBOOK CONCERNING MANAGEMENT INFORMATION SYSTEMS WHEREAS, the Information System is vital to performing City functions; and WHEREAS, the City Council wishes to establish Management Information System Policies for the purpose of protecting the quality and the integrity of the City of Lakeville's information systems; and WHEREAS, the Management Information System Policies are designed to strengthen the quality and integrity of its resources while minimizing the risks of the City's Management Information Systems; and WHEREAS, the City Council approved Resolution 97-108 on May 19, 1997 adopting the Management Information System Policy; and WHEREAS, the City Council wishes to incorporate the Management Information System Policies into the Employee Handbook and Liquor Store Employee Handbook; and WHEREAS, the City Council wishes to expand the current Management Information System to address Internet issues. NOW THEREFORE BE IT RESOLVED, by the City Council of the City of Lakeville, Minnesota: 1. Resolution 97-108 is hereby repealed. 2. The Lakeville Employee Handbook and the Liquor Store Employee Handbook are amended by adding the "Management Information Systems" Policy attached hereto. • APPROVED AND ADOPTED by the City Council of the City of Lakeville, Minnesota, this 7th day of June, 1999. CITY L MLLE By: D ane Zaun, ay r TTEST• Charlene Friedges, City Cl \\lch server\czurn$\word\word\corres\dennis\council\resolut\1999\mis_empl_handbook_change.doc • • i i i City of Lakeville Management Information System Policies • Computer S~sttin ('~?iic; and (~uidclire5 • 1. Purpose The purpose of these policies and guidelines is to protect the quality and integrity of the City of Lakeville's information systems. This system is vital to performing city functions. Each item in this policy is designed to strengthen the quality and integrity of this resource while minimizing risks to the City's information systems. The City's Management [nformation Systems division is responsible for developing procedures that best serve these purposes. Achieving the policy's underlying goals is a task shared among management and all system users. All employees are expected to read and comply with this policy. 2. Data management, integrity and protection • Storage of data • All data shalt be stored, (where available) on network servers. Also, the process of reconfiguring workstations as the environment changes may at any Time result in the loss of data stored on the workstation's hard drive. Therefore, storage of data on network servers and workstation backup practices should be followed. • Management of files • The storage capacity of the system is limited; therefore all users are responsible for deleting outdated files. • Portable files • To facilitate off-site work, employees may copy appropriate files to and from diskettes. • Appropriate files are word processing documents, electronic spreadsheets, presentation graphic files and informational databases (examples include files created in Word for WindowsT"", Excel, PowerPoint or G[S information). No other files or information may be copied from or to City of Lakeville owned computers. • Work product Ownership • All information developed on a city computer system or introduced to a city computer system is the property of the City of Lakeville, regardless of where it was created. • Likewise, all information developed by a Lakeville employee on computers outside of the City, if in conjunction with his or her employment with the City, is the property of the City of Lakeville. Copies of all such files must be provided to the City, which has exclusive rights to retain, maintain and modify these files. • virus protection • Users shall not change their system's configuration or take other steps to defeat virus protection devices or systems. All files shall be scanned for virus infections BEFORE installation onto aCity-owned computer. • Backup of Data • Each user not connected to a file server network shall be responsible for completing a backup of all data stored on the local drive. The more frequent the backup the better the data is protected, however, backup will be accomplished on a minimum of once a week. • Lakeville ;t~fanagement Information System page 2 t 're'ute~l: ' 1 J y~~- , { clr~~It~cl ~ ; i try" R~ r»ecl: Ob%U~' 1 y99 Computer S~~tem Polio <ui~ Gui~i~iin~, • 3. Use of equipment • Use • The information system at the City of Lakeville shall be used to conduct City business. • Users must log off the network (when applicable) and turn off their monitor (the CPU should - be left on) before leaving work. Networked printers are left on at all times to serve the needs of users who may be working during off-hours. • Portable equipment • Only portable equipment, i.e.. laptop computers, may be removed from City buildings. Equipment must be checked out and may be used only for City business. Employees are expected to provide appropriate, "common sense" protection against theft, accidental breakage, environmental damage and other risks. • Desktop computers and attached devices shall not be removed from City buildings. 4. Installation of hardware and software • Installation • All hardware and software shall be installed or downloaded only by Information System division staff (or at the direction of Information System staff). Users who wish to run product demonstrations or need to "download" software from bulletin boards or the Internet should .contact the Information System division for assistance. • • Configuration • Users shall not change their system's setup files. Users who believe their setup files are not configured correctly should contact Information System division staff for assistance. • Licensed software • The City of Lakeville complies with all software copyrights and terms of all software licenses. City employees shall not duplicate licensed software or related documentation. Any such duplication may subject employees and/or the City to both civil and criminal penalties under the United States Copyright Act. • Only software acquired by the City's acquisition process shall be used on Lakeville computers. City-owned software shall not be loaded on external systems. 5. Electronic Mail (e-mail) • Overview • Electronic mail is one of the most used and useful facilities on computer networks. To ensure maximum benefits from a-mail, a clear, defined balance between the need for open communication and the protection of an organization's assets is critical • The purpose of this policy is to encourage use of e-mail as an effective and efficient business tool within the framework of the Minnesota Government Data Practices Act. • Monitoring • The City has software and systems in place that can monitor and record all E-mail usage and the City reserves the right to do so at any time. No employee should have an expectation of privacy as to his or her E-mail usage. City management may review E-mail activity to assure • that City E-mail resources are devoted to maintaining the highest levels of productivity. The Lakeville Management Information System page 3 CTtutrcl: U3 ! ; I ~/y- aLiU/7/ctl r) tl 1 uy" Reti'Lsed:l)h,YJ"1999 Computer System Police and Guidelines City Administrator or his/her designee reserves the right to inspect any and all files stored on • City property to assure compliance with policy. • Data Privacy • It is in the nature of most e-mail systems that the physical security of messages cannot be guaranteed; therefore, we discourage the use of a-mail to transmit messages containing non- public data. • Also, when an a-mail message is created, that message is government data for the purpose of the Minnesota Government Data Practices Act. The contents of the message determine whether the message is public or non-public. REMEMBER: Public data is accessible to the public. • Retention Schedules • Retention schedules for the content of messages are the same regardless of the medium-paper, voice, electronic; i.e., treat a-mail messages as any other correspondence. The City's record retention schedule will provide specific guidance on disposition of electronic messages. • Personal messages such as "happy birthday" and "meet you for lunch" are not government data and need not be retained. • Printing E-mail records • All a-mail messages that must be retained under the City's records retention system must be printed out on paper for retention. • • Appropriate Usage . • E-mail is to be used for business purposes of the City. However, it is understood that a-mail occasionally will be used for quasi-business announcements or personal messages. Use of e- mail to increase timely and effective business communication is strongly encouraged. • .Use good judgement in both the types of message created and in the tone and content of messages. E-mail messages must be able to withstand public scrutiny without embarrassment to the City, its citizens, or its employees if messages are forwarded beyond the intended recipients, accessed, or inadvertently disclosed, subpoenaed in a legal action, or otherwise made public. Use generally accepted standards of business conversation in your a-mail messages. • Use of E-mail that will not be tolerated include: • Illegal activities • Wagering, betting, or selling chances • Harassment • Solicitation, except for agency-sanctioned activities • Commercial activities • Promotion of political or religiozrs positions or activities • Unethical activities Lakeville Management /nformation System page 4 C'rc crt~°cl: /)3 ; ! I v4- ~atlu~~[ecl li ~ / ! yu Re~vi.ti`ec!_ i)h p' 1 y99 Cumpu~~r ~~;tcui P~ili~ti and (iuid~iirc> 6. Internet • A) Manavement and Ad ' mintstratton 1. The City has software and systems in place that can monitor and record all Internet usage, and we reserve the right to do so at any time. No employee should have an expectation of privacy as to his or her Internet usa~~e. City Management may review Internet activity and analyze usage patterns, to assure that City Internet resources are devoted to maintaining the highest levels of productivity. 2. The City Administrator or his designee reserves the right to inspect any and all files stored on City property in order to assure compliance with policy. 3. Personnel utilizing the [nternet for City purchases must comply with the City's Purchasing Policy. 4. The display of any kind of sexually explicit image or document on any City system is a violation of our policy on sexual harassment. In addition, sexually explicit material may not be archived, stored, distributed, edited or recorded using our network or computing resources. 5. The City reserves the. right to obtain and use software to block inappropriate sites if it becomes necessary. If an employee is connected incidentally to a site that contains sexually explicit or offensive material, they must disconnect from that site immediately, regardless of whether that site had been previously deemed acceptable by any screening or rating program, unless it is directly related to official police department investigation duties. 6. The City's Internet facilities and computing resources must not be used knowingly to violate the laws and regulations of the United States or any other nation, or the laws and regulations of any state or city • in any material way. Use of any City resources for illegal activity is grounds for immediate dismissal, and we will cooperate with any legitimate law enforcement activity. 7. Any software or files downloaded via the Internet into the City computers become the property of the City. Any such files or software may be used only in ways that are consistent with their licenses or copyrights. 8. No employee may use City facilities knowingly to download or distribute pirated software or data. 9. No employee may use the City's Internet facilities to deliberately propagate any virus, worm, Trojan horse,. or trap-door program code. 10. No employee may use the City's Internet facilities knowingly to disable or overload any computer system or network, or to circumvent any system intended to protect the privacy or security of another user. 11. Only those employees or officials who are duly authorized to speak to the media, to analysts or in public gatherings on behalf of the City may speak/write in the name of the City to any new group or chat room. Other employees may participate in news groups or chats in the course of business when relevant to their duties, but they do so as individuals speaking only for themselves. 12. The City retains the copyright to any material posted to any forum, news group, chat or World Wide Web page by any employee in the course of his or her duties. • Lakeville Management /nformation System page j C'reulec::~1.3 rl ~c/~~~1lcc/lji )uly<l- flc'ri.c~~f:~Jh-U~ lyv9 C'omp«ter ti~aem i'nlic~. arui (~ui~leline 13. Employees are reminded that chats and news groups are public forums where it is inappropriate to • reveal non-public City information, customer data, and any other material covered by existing City policies and procedures. Employees releasing protected information via a news group or chat, whether or not the release is inadvertent, will be subject to all penalties under existiny~ data security policies and procedures, as well as state law governing government data practices: 14. Use of City Internet access facilities to commit infractions such as misuse of City assets or resources, sexual harassment, unauthorized public speaking and misappropriation or theft of intellectual property will be grounds for discipline. 15. The City will limit Internet access to those employees who demonstrate legitimate business need. l6. In the interest of keeping the City well-informed, use of news briefing services like Pointcast is acceptable. 17. The City will comply with reasonable requests from law enforcement and regulatory agencies for logs, diaries and archives on individuals' Internet activities. 18. Employees with Internet access must take particular care to understand the copyright, trademark, libel, slander and public speech control laws of all countries in which the City maintains a business presence, so that our use of the Internet does not inadvertently violate any laws which might be enforceable against us. l9. Employees with Internet access may download only software with direct business use, and must arrange to have such software properly licensed and. registered. Downloaded software must be used only under the terms of its license. 20. Employees with Internet access may not upload any software licensed to the City or data owned or • licensed by the City without explicit authorization from the MIS Coordinator responsible for the software or data. 21. Employees with Internet access may not use the User [D and password for their City dial-up account at .any other location, including their home. B. Technical 1. User IDs and passwords help maintain individual accountability for Internet resource usage. Any employee who obtains a password or ID for an Internet resource must keep that password confidential. City policy prohibits the sharing of user IDs or passwords obtained for access to Internet sites. 2. Any file that is downloaded must be scanned for viruses before it is run or accessed. C. Security 1. Any employee with Internet access who feels that their account is being used or accessed by another individual without authorization should report their findings immediately to management. • Lakeville :1~/anagement /nformation System page 6 ! r~cr~~°c~~i~ !i lyy- ~1clupttcl'I~ 1y ;y'~, Rci~i.ti~e~r':Oh,Y)"'199' C~~~inhutcr >~stcin P~?li~~ rind i;ui~i~line~ 7. Security • • Overview • Electronic information is a signiticant asset of the City of Lakeville. The goal of information security is to protect information from unauthorized or inappropriate access or modification. • Control of Security • Users shall not add additional security to their workstations or files. Users who believe they have security needs that go beyond current Management Information Systems standards and tools should contact the Management Information Systems coordinator. • User access • Computer users shall identify themselves to the system by signing on controls with their assigned user name. Users shall never attempt to sign on to the system with any other user name. All users shalt maintain passwords as required by Management Information Systems standards. Passwords shall not be shared with anyone for any reason. If a user forgets the password, .Management Information Systems staff will facilitate assigning a new password. • Access to data • The user's ability to view, add or modify information in network files or in mainframe data systems is based on access rights configured by Management Information Systems staff. These can be changed as needed. Contact Management Information Systems coordinator to request changes to user access rights. • • Lakeville Management Information System Page ~ C:~•~'~rrt';/:U311 i99- Ic%u/Necl U' ;"y(~- R~e~isec/:/Ihl1- 1~ly~J -City of Lakeville Management Information System Policy I have received a written copy of the Management Information System policy. I, fully understand the terms of this policy and agree to abide by them. I realize that the City may record for management use the Internet address of any site that I visit and keep a record of any network activity in which I transmit or receive any kind of file. I acknowledge that any message I send or receive will be recorded and stored in an archive file for management use. I know that any violation of this policy will lead to disciplinary action up to and including dismissal or even criminal prosecution. Employee Signature Date Re~zi~.~ed by Date •