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City of Colton <br />Number: <br />4.04.150 <br />Administrative Policy <br />y <br />Date: <br />September 16, 2014 <br />Last Revised: <br />Page: <br />4 of 13 <br />SUBJECT: TECHNOLOGY RESOURCES POLICY <br />Authority: <br />Acting City Manager <br />COMPUTER E-MAIL AND INTERNET GUIDELINES <br />City employees use a variety of different devices to communicate and view or share data, including <br />cellphones, PDAs, and desktop and laptop computers. This policy applies to any method used by city <br />employees to communicate or share data in any format. <br />It is the responsibility of each Department Head, or their designee, to obtain the employee's signature <br />indicating receipt of the Technical Resources Policy prior to, or in conjunction with, obtaining user <br />authorization to the City's Technical Resources. <br />Access to the City's Technical Resources will be prohibited until an employee has been authorized by the <br />Department Head, who will request a Log -in (user ID) and password assignment on the appropriate <br />systems to the IT Coordinator (see attached Authorization Form). <br />Guidelines: <br />1. The Department Head, or designee, will indicate the access rights of a user. <br />2. Users are not to share login information with other employees, unless authorized by the <br />Department Head (see attached Authorization Form). These are assigned to specific individuals <br />and must only be used by the one user for whom it was assigned. <br />3. Only software approved and/or licensed to the City is allowed on the City's computers, and must <br />be approved by the IT Coordinator and installed by the IT staff. Absolutely no games are to be <br />played on City computers. <br />4. Normal processing includes the proper logging -out of all systems at the completion of the user <br />tasks. This is the responsibility of the assigned user. <br />5. City staff shall not use outside equipment for access to City applications without prior written <br />approval of the Department Head and the IT Coordinator (see attached Authorization Form). <br />6. If an employee notices any unauthorized use of computer equipment or software, he or she should <br />notify his/her immediate supervisor. <br />ASSIGNMENT OF TECHNICAL RESOURCES <br />City Employees <br />The Department Head is responsible for determining what Technical Resources each employee shall <br />receive based upon their job duties. Department Heads should carefully consider the job duties in <br />determining what Technical Resources each employee should receive. Cellphones, PDAs and laptop <br />4.04.150Tmh..1q,R.... 9-1614 rovisW <br />