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HomeMy WebLinkAbout97-108 6 CITY OF LAKEVILLE RESOLUTION Date .May 19, 1997 Resolution No. 97-108 Motion By Holberg Seconded By Johnson RESOLUTION ADOPTING MANAGEMENT INFORMATION SYSTEM POLICIES 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 95-18 on February 6, 1995 concerning the E-Mail Policy; and WHEREAS, the E-Mail Policy is incorporated into the Management Information System Policies attached hereto. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Lakeville that Resolution 95-18 is hereby repealed and the Management Information System Policies, a copy of which is attached hereto, is hereby adopted and approved. APPROVED AND ADOPTED by the City Council of the City of Lakeville, Minnesota, this 19th day of May, 1997. CITY OF AKEVILLE By: Dua a Zaun, May ATTEST: • Charlene Friedges, y Clerk City of Lakeville Management Information System Policies • Computer System Policy and Guidelines • 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 Information 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 aze expected to read and comply with this policy. 2. Data management, integrity and protection • Storage of data • All data shall 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 ftles • 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 include word processing documents, electronic spreadsheets, presentation graphic files and informational databases (examples include files created in Word for WindowsT"", Excel, PowerPoint or GIS 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 wilt be accomplished on a minimum of once a week. • Lakeville Management Information System Page 2 C'reated:03;'II/199? Adopted OS/19,%199' Revised.•.ix~:rx/.rx Computer System Policy and Guidelines • 3. Use of ecruipment • 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-main • 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 a-mail as an effective and efficient business tool within the framework of the Minnesota Government Data Practices Act. • Data Privacy • It is in the nature of most a-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. Lakeville Alanagement Information System Page 3 Created.•03%l 1i199? Rdopted OS/19i1 y9' Revised•xx:-:ix,~xx Computer System Policy and Guidelines • • 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. • .4ppropriate Usage • E-mail is to be used for business purposes of the City. However, it is understood that e-mail occasional 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. • Lase 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 religious positions or activities • Other unethical activities • .4dministratlon • The content of a-mail messages is not routinely monitored or disclosed; however, monitoring or disclosure may occur in connection with charges of improper or illegal actions by an individual, unexpected absence of an employee, and other appropriate business or technical reasons. • Lakeville Management Information System Page 4 Cr~ated:03•'11/1991 Adopted OS/19-7y9? ftevised:.vr:~ax/.rx Computer System Policy and Guidelines 6. Security • Overview • Electronic information is a significant 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 shall 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 aanagement Information System pale 5 Creutccl: 03 l 1,%/99? Adopted USi 19,%! l9' Rei•ised:.~.C,".C.X;'.Ca"