HomeMy WebLinkAbout09 20 16 AgendaCommunications/Technology Advisory Committee (CTAC)
Agenda
Tuesday Sept. 20, 2016 at 6:00 p.m. in the Parkview Community Room
1. Call to Order/Roll Call
2. Approve Agenda/Minutes
A. Sept. 20, 2016 Agenda
B. July 12 Meeting Minutes
3. Old Business
A. No Old Business
4. New Business
A. Technology Policy
B. Candidate Video Message
5. Announcements/Correspondence
A. Candidate Forums Sept. 27 and Sept. 28
6. Adjournment
Meeting RSVPs/Attendance
Jim Anderson (Chair) 10/2016 Don Breidenbach 10/2017
Bret Anderson 10/2016 Monique Morton (Council)
Jessica Weber 10/2017 Kevin Roach (Staff)
Erik Juhl 10/2017 Dave Elbon (Staff)
Communication Technology Advisory Committee
September 20, 2016
Technology Policy
Background
-Technology is fluid and changes constantly.
-Policy last updated in 2009.
-City hit with a Ransomware virus this summer.
-Improve cyber security measures.
-Educate staff.
-Ensure staff aware of obligations of MGDPA and other technology-related policies
and procedures.
2
Section One:Introduction
-Purpose:Set standards to protect the City’s IT systems and equipment.
-Administration:policy is appendix to City Personnel Policy so administration of
policy responsibility of City Manager.
-Responsibility:City Users are responsible for knowing and following directives in
this policy and subsequent communications.
-Privacy: Users of IT systems should have no expectation of privacy.
3
Section Two: Information Technology Usage
-Only business-related software allowed and requires department head approval.
-IT coordinator download software.
-Personal devices with City email could be subject to e-discovery.
-Email will auto-purge every 180 days and is not backed up.
-Other data backed up 3x daily and retained for 6 months.
-Data retention standards outlined.
-Personal use of Internet and email okay if limited and appropriate.
-Specifics on prohibited use of City IT systems.
4
Section Three: Information Technology Security
5
•New password guidelines: lower and upper case character; a number and a non -
alpha-numeric character AND password change every 180 days.
•Network and remote access requirements.
•Employee access turned off on last day of employment.
Section Four: Information Technology Emergency
⁻IT Coordinator responsible for incident response and provide recommendation
for action to the City Manager.
⁻Each department head develop a business continuity plan that identifies:
•Sensitive data and systems
•Critical services that must continue
•Strategies to continue service
•Key stakeholders
•Non-computer tasks for staff
•Prioritization of systems and work-stations
6
Next Steps
-Staff training on policy in late October/early November.
-Staff training on cyber security with assistance of LMC.
-Upon completion of training, change passwords.
-“Cheat Sheet” developed by IT Coordinator for all staff.
-Include policy and cheat sheet in new employee packets.
-Department heads complete emergency plans by end of year.
-Implement email deletion policy on January 1, 2017.
7
Questions?
8