4.5. SR 07-06-2015 - Laserfiche WebLink

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