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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Council Member shall not violate copyright laws. This includes the act of pirating software, or the use of pirated software, and the illegal duplication of promulgation of information and other intellectual property that is under copyright. Receipt and use of unauthorized software copies and licenses is prohibited. 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 Each individual user account requires a password to authenticate the account with City of San Marcos systems.Accounts have applicable categories that determine the length, complexity, and expiration time of their password. User account passwords shall be set by the owner of the user account. User account passwords shall not be shared with any third party. Passwords shall not be printed or written on any physical medium, such as a notepad or notebook.The individual user account password shall not be reused on any other account. If a password requires a reset,the user account owner shall reset the password using their Multifactor Authentication option using the Self-Service Password Reset(SSPR). If the user account owner cannot reset the password using SSPR, then an in-person reset shall be performed by IT Service Desk. Password resets shall not be provided remotely. If the password has been shared or provided to a third party, a password reset shall occur. If passwords are stored electronically,the file must be encrypted and password protected or saved in an approved password management service. Information Technology shall maintain a Banned Password Dictionary(BPD) containing words or phrases based on their association with local, cultural, or other commonalities of the City of San Marcos and the State of Texas. The content of the BPD shall not be made public. If an attempted password uses a word or phrase in the BPD, it will be rejected. Council user accounts shall have the following characteristics • Password length of 12 characters at a minimum. • Requires mixed case letters and numbers or symbols. • No password expiration. • Password must not match any words in the Banned Password Dictionary(BPD). • Must be Multifactor Authentication (MFA)Compliant. 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.