9.2. SR 06-15-2015 - Laserfiche WebLink

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�j Elk = Request for Action River To Item Number Mayor and City Council 9.2 Agenda Section Meeting Date Prepared by Worksession June 15, 2015 Tina Allard, City Clerk Item Description Reviewed by Policy for Ensuring Security of Not Public Data Cal Portner, City Administrator Reviewed by Action Requested Review policy and direct staff on changes. Policy will be approved on a future regular meeting agenda. Background/Discussion The legislature made changes to the data practices law regarding access to Not Public Data. Some of these changes came about due to many of the breaches highlighted in the news media in recent years. The city is mandated to establish additional security measures "...ensuring data that is not public is only accessible to persons whose work assignments reasonably require access to the data..." What this means is the city needs to develop a policy designed to prevent employees from accessing not public data unless they have a legitimate work reason to do so. The policy covers the following: 1. Who must follow the policy • City employees • Firefighters • Volunteers • Appointed/elected officials • City vendors and consultants 2. How the city secures data • Protected folder structures on shared network drives • Locking offices/file cabinets • Password protection of computers, tablets, and phones • Shredding documents before disposal 3. Responsibilities of supervisor's and employees 4. Breach investigation process with step-by-step procedures and letter templates for staff. 5. Requirements for preparing a final report. 6. Annual security assessment of Personal-Information. Personal-Information is defined in state law as a person's name kept in combination with a social security number, driver's license, or account numbers with passwords or access codes. Financial Impact N/A Attachments ■ Draft Policy P u w E e E D s r Template Updated 4/14 INAWREJ