Res 2021-051/approving an updated Council Electronics Policy that provides guidelines, expectations and responsibilities for the procurement and use of technology used by the City Council, and aligns hardware standards for devices

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Council Member Electronic Use Policy Use of City -owned technology or information for personal profit is not permitted. Council Member shall comply with all applicable local, state, and federal laws and regulations while using City -owned technology. Password Requirements All passwords shall conform to the guidelines described below: Council Member is responsible for the security of their passwords and must not share them. If a Council Member is asked to reveal their password, the requestor should be referred to the Information Technology Department. Council Member should never write passwords down, hint at the format of their password, or use the 'Remember Password" feature. It is recommended that Council Member use a unique password for each of their accounts. All passwords shall be changed every 90 -days to align with security industry best practices. Users will be notified 14 - days in advance prior to password expiration, user will continually be notified each day until password is changed or expired. Strong passwords have the following characteristics: The City complies with password complexity standards. A strong password contains more than eight characters and is a passphrase (Ohmy1 stubbedmyt0e); is not a word in any language, slang, dialect, jargon, etc.; are not based on personal information. They contain both upper and lower case characters (e.g., a -z, A -Z); have digits and punctuation characters as well as letters Poor, weak passwords have the following characteristics: Contains less than eight characters. Personal information such as birthdays, addresses and phone numbers. Word or number patterns like aaabbb, qwerty, zyxwvuts, 123321, etc. Any of the above spelled backwards. Any of the above preceded or followed by a digit (e.g., secret1, 1secret). The password is a word found in a dictionary. The password is a common usage word such as: names of: family, pets, friends, co-workers, fantasy characters, hardware, software, etc. Council Member Responsibilities Council Member is responsible for: • password protection, • proper logout from all open applications, • proper logout from the virtual machine used to access the council agenda during a Council meeting in the council chambers, and • ensure all data to be retained is stored on a network or shared drive. Council Member is responsible for complying with all Council policies and procedures as they apply to technology use, data security, and use of protected health information or other private information, guarding information from unauthorized access or use. Council Member is responsible for using appropriate security solutions, including but not limited to: securing or locking technology before leaving it unattended and identifying and reporting security -related problems and issues to the Information Technology Department. Council Member shall have no expectation of privacy with use of any City provided technology. The City 2 1 P a g e