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HomeMy WebLinkAbout09 20 16 MinutesCommunications and Technology Advisory Committee Meeting Minutes September 20, 2016 1. Call to order/Roll call CTAC Chair Jessica Weber called the meeting to order. Roll Call: Brett Anderson ············· Not Present Jim Anderson ················ Present Don Breidenbach ·········· Present Erik Juhl ························ Present (arr. 5:45) Jessica Weber ··············· Present Annette Thompson ······· Present Dave Elbon ···················· Present 2. Approval of minutes The minutes were approved as read. 3. Old business None. 4. New business A. Review Technology Policy for Employees City staff visited the meeting to discuss the City’s new Technology Policy for employees, asking CTAC to review it and provide some feedback. The policy includes the following points:  Assistant City Manager Lori Olson gave a brief history of the technology policy. In light of the security breech some updates for staff had to be made.  Staff should have no expectation of privacy in the use of City tech infrastructure (equipment, network, etc.).  Only business-related software is allowable on City equipment.  Only Kevin is allowed to install software on City equipment  If you are using a personal device to conduct City business, your personal device may be subject to e-discovery.  Email will auto-purge after 180 days. This is to keep storage manageable and to ensure that data requests will be manageable. o Jessica asked whether such a purge would cause problems in a lawsuit. Staff responded that they would train staff to archive certain emails when necessary for data practices vs. transactional email that can be deleted. o Several years ago the City tried a 90-day auto purge and it  Other data is backed up three times daily and generally retained for 3 months.  Personal use of email and the internet will not be prohibited so long as the staff person doing so is acting appropriately. Misuse of these resources is treated as a supervisory issue.  Passwords will be changed every 180 days. o Don felt that 180 days is too long, and suggested a 30-day password change. Staff replied that up to now, no password change requirement has been imposed. After staff becomes used to the change, the time requirement may be shortened. Staff also expressed openness to a 90-day window.  Staff may not access the City network from a personal (e.g. home) device without permission. No non-staff may access the network. o Kevin mentioned that Active Directory used to authenticate remote sessions. o Access to the water computers is done via a secure VLAN to provide the highest available security.  The process for removing a user upon termination of employment has been defined in the policy.  Each department will need to maintain emergency plans designating which services are considered critical in an outage or emergency, so that a plan can be created for how to provide those critical services under less-than-ideal circumstances. o Departments will identify stakeholders (internal and external) and designated contacts from the department. o Don suggested a calling tree be included in the emergency plans. o Erik mentioned that it would be useful to have a phone list available for those trying to Next steps:  Staff will incorporate changes suggested at this meeting, as appropriate  Kevin will create a cheat sheet for staff  The policy will be distributed  Training will be offered in late October and early November  Staff will be required to acknowledge the new policy by signing it  Departments will complete their emergency plans by the end of the year  The password and retention policies will be activated. Staff was asked what will be the biggest hurdle for employees. They guessed that it would likely be the data practices issues especially as they relate to the email retention policy. Another hurdle will be to train people to be less reliant on Kevin to react to every question they have. CTAC members expressed the opinion that the policy makes great sense and represent an important step forward for the City. It looks consistent with other government agencies’ policies. 5. Announcements/Correspondence A. Candidate announcements Dave announced that he has invited council and mayoral candidates to come in to record a 3-minute video to present to the public. They are all shot and will be edited and distributed after the forum via Facebook and the website. Candidates will also get a copy they can distribute as they please. This will not be done for the school board as the City’s staff time wouldn’t allow for that. B. Candidate forums Candidate forums will be held at City Hall on Tuesday the 27th (council and mayoral) and Wednesday the 28th (school board). The City will replay the Tuesday forum and the school district will replay the Wednesday forum. 6. Adjournment The meeting adjourned at 6:150 p.m. Minutes were compiled by Erik Juhl.