Laserfiche WebLink
Policy for Ensuring Security of Not Public Data <br /> <br />Applicability <br />This policy is applicable to all City of Elk River employees, including firefighters, volunteers, <br />appointed, and elected officials. This policy is also applicable to all city vendors and consultants. <br /> <br />Security <br />The types of Not Public Data maintained by the city are retained in the City Data Inventory Document. <br />All Not Public Data will be stored in files or databases which are not readily accessible to individuals <br />who are not authorized to access the data. The files and databases shall be secured during hours <br />when the offices are closed. Security shall include: <br /> <br />1. Storing Not Public Data only in city offices, except when necessary for city business. <br />2. Assigning appropriate security roles, limiting access to appropriate shared network drives, <br />and implementing password protections for not public electronic data. <br />3. Password protecting employee computers and locking computers before leaving <br />workstations. <br />4. Securing Not Public Data within locked work spaces and in locked file cabinets. <br />5. Shredding Not Public Data documents before disposal. <br /> <br />Access <br />Employee position descriptions shall include language outlining the employee’s responsibility when <br />working with Not Public Data. <br /> <br />Only those whose job responsibilities require access will be allowed access to files and records that <br />contain Not Public Data. Within the City of Elk River, department directors may assign tasks by <br />employee or by job classifications. The responsible authority, in conjunction with department <br />directors and employee supervisors shall determine which employee’s job responsibilities require <br />them to have access to Not Public Data. <br /> <br />If a department maintains Not Public Data that all employees within such department do not have a <br />work assignment allowing access to the Not Public Data, the department will ensure that the Not <br />Public Data are secure. This policy also applies to departments that share workspaces with other <br />departments within the city where Not Public Data are maintained. <br /> <br />In the event of a temporary duty assigned by a manager or supervisor, an employee may access <br />certain Not Public Data for as long as the work is assigned to the employee. <br /> <br />The responsible authority or designee and department directors may have access to all Not Public <br />Data maintained by the city if necessary for specified duties. Any access to Not Public Data will be <br />strictly limited to the data necessary to complete the work assignment. <br /> <br />Employees with access to Not Public Data will be instructed to: <br /> <br />1. not discuss, disclose or otherwise release private or confidential data to city employees <br />whose job responsibilities do not require access to the data;