Res 2025-175 approving an updated Council Technology Acquisition Policy, Council Member Electronic Use Policy, and a Council Policy Acknowledgment form that provides guidelines, expectations and responsibilities for the procurement and use of technology

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CO.POL.01 Council Member Electronic Use Policy Effective Date: 05/11/2021 Purpose This policy defines how to minimize liability and the risk of damage to data,technology, and information; protect the integrity, availability and confidentiality of technology entrusted to the City of San Marcos(COSM); and protects Council Members from the effects of unauthorized or improper use of technology. Applicability Mayor and Council Members during their term on City Council. Policy Statement Access General Access Access to technology will be granted upon receipt of a written request from the City Clerk's Office. Elected officials are given access to technology through their assigned accounts. Access is controlled and limited only to those systems specifically required to perform job functions. All machines accessing the network must run a supported, up-to-date version of an operating system and anti-virus software. Unauthorized Access Council Member may not attempt to gain, or enable another to gain, access to technology for which they have not been approved to use. Council Member may only use their assigned account and are responsible for all activities performed under their account. A Council Member may not share passwords or make their account available to others. A Council Member may not attempt to gain unauthorized access to another user's information. Council Members are not permitted to create local user accounts. Use Appropriate Use Council Member will use technology for the purpose of fulfilling their public services duties and responsibilities. Appropriate use applies to proper care and maintenance of technology as well as following best practice security measures relating to technology use. Limited, occasional or incidental use of the City's technology by Council Members for personal, non-business reasons are acceptable. However, Council Members shall not use City technology to transmit, retrieve, or store any information or communication that is discriminatory, harassing, derogatory to any individual groups, obscene, defamatory or threatening, illegal or otherwise contrary to the City's interest. Inappropriate Use Council Member shall not purposefully or negligently cause security breaches which include, but are not limited to: circumventing or attempting to avoid the user authentication or security of any City account; performing any form of unauthorized network monitoring to intercept electronic data not intended for the authorized user; modifying system configurations; introducing unauthorized devices (e.g., rogue access points, hubs, switches, routers, etc., for both hardware and software) into the network to provide unauthorized access to network resources.