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SAN LEANDRO ADMLNISTRATIVE CODE <br /> TITLE 10 HUNLAN RESOURCES <br /> Chapter 4 Policy Governing Use of Computer Systems, E -Mail and Information <br /> Security <br /> b. All devices used to connect to the City's computer systems, whether owned by the <br /> employee, elected, or the City must 'be continually executing approved virus - <br /> scanning software with a current virus database. Users shall not disable any anti- . <br /> virus software installed nor download any files which trigger a warning from the <br /> anti -virus software. <br /> • <br /> c. The Information Technology Division of the City Manager's Office will backup <br /> files stored on the City's computer networks according to the City's network <br /> backup policies. Users shall utilize network resources to store their data files to <br /> the fullest extent possible to protect the City's data resources. Users are <br /> responsible for ensuring that critical data not stored on network servers is backed <br /> up and stored in a safe location. <br /> (5) Public Disclosure. <br /> • <br /> a. All "public records" (which generally means any writing, whether electronic or <br /> paper, that contains information relating to the conduct of the public's business) <br /> are governed by the mandatory public disclosure requirements of the California <br /> • Public Records Act and its exceptions (Gov't. Code §§ 6250 et seq.). <br /> b. The City considers every E -Mail to be a preliminary draft and not retained in the <br /> ordinary course of business. Accordingly, Users are required to determine <br /> whether information transmitted or received through the E -Mail System is a <br /> record that needs to be retained. Examples of documents /e -mail messages of this <br /> nature are: policy, decision making, connected to specific project or case files, <br /> contract related or otherwise an essential part of a larger record, or other <br /> • <br /> memorandum of significant public business. <br /> 00.4.101: AUTHORIZATION TO DEVELOP PROCEDURES FOR THE USE OF <br /> COMPUTER SYSTEMS, E -MAIL AND INFORMATION SECURITY. The City Manager is <br /> • authorized to develop and implement rules and procedures governing the use of City Computer <br /> • Systems and Information Security. These rules and procedures may include acceptable use of the <br /> systems, limitations on privacy, prohibition on certain uses, and restrictions on activities that would <br /> compromise other City policies. <br /> 1606862.1 <br /> Department Responsible for Revision: City Manager's Office Chapter 10.4 <br /> 03/02/2011 - Page 4 <br /> • <br />