Technology Issues for Cities

1. Technology Issues for Cities Issue-In-Focus Ann Gergen Director, Technology Services League of Minnesota Cities

2. Agenda Technology risks and challenges Cell phones Employee misuse, policies, monitoring Open meeting law Records retention and data practices Metadata Service interruptions and network intrusions Contracts Equipment disposal HIPAA

3. Agenda Emerging technology issues City websites Municipal Internet services GIS and VoIP CriMNet Etc.

4. Cell Phones(group exercise)

5. Cell phones Assign based on need Determine ownership Written policy on Accounting for personal use When employees can use Where employees can use Separate consideration of public use at city facilities

6. Employee Misuse Is it a technology or performance issue? Wasting time Inappropriate conduct, content Endangering the city network Technology staff investment Security of city data

7. Computer Use Policies Who can use city equipment When they can use it Personal use of the Internet Personal use of e-mail

8. Computer Use Policies E-mail content and language E-mail attachments and links Spam and junk Instant Messaging

9. Computer Use Policies Password management Security patches and system updates Software downloads or purchases Disks and drives Mobile devices Remote access

10. Computer Use Policies Where and how to save documents, e-mails, etc. When to delete files

11. Computer Use Policies Customization Physical security When to notify someone about odd computer activity Ramifications for policy violation Plans for monitoring employee computer use Privacy expectations

12. Monitoring Employee Use Consider employee privacy rights Fourth amendment protections Private cause of action Wiretapping laws

13. Monitoring Employee Use Finding things you wish you hadn�t Becoming the Internet police

14. Before You Monitor Notify employees Set standards for what you plan to monitor Decide who will review reports and what actions might be taken Use caution in your review

15. Open Meeting Law Serial meetings E-mail Listservs or other forums Conduct during meetings

16. Open Meeting Law Treat e-mail as a one way communication Limit discussion to two members Have a �no forwarding� rule Consider a �no reply� rule for listservs Release copies when requested

17. City Records and Data Records retention requirements Minn. Stat. Chapt. 15 Minn. Stat. Chapt. 138 Data practices Minn. Stat. Chapt. 13

18. Records Retention Official government records Regardless of media Electronic records as official copies require special consideration Minnesota Historical Society www.mnhs.org/preserve/records/electronicrecords/erguidelines.html

19. Records Retention E-mail correspondence Working from home Computer back-ups Educating city staff

20. Data Practices Government records and government data What must be kept What is kept What is public Litigation discovery requests may pose similar issues E-mail Generally not government record Usually kept anyway May need to be made public

21. Data Practices Whatever is kept is public Subject to a few key exceptions Non-public data should not be released The ability to sort and retrieve city data is key

22. Data Practices Consider a separate system back-up of city e-mail Delete e-mail correspondence as soon as possible Consider a sort between public and non-public information Evaluate tools that make searching for and sorting documents easier Educate all employees

23. E-mail disclaimers A disclaimer doesn�t make public information private or confidential It might create false sense of security The message loses importance when it�s �boiler plate�

24. Metadata Automatically created Data about data Public information Can be discovered in litigation

25. Service Interruption(group exercise) E-mail and Internet will be down for the next hour. All files stored on the computer network will be unavailable until the day after tomorrow. Everything is broken. We don�t know when the system will be fixed and we don�t know if it will be fully restored. Ever.

26. Service Interruption Power outage, natural disaster, computer virus, normal network maintenance Business continuity Disaster recovery Revisit Y2k planning Include conversations about computer system backups

27. Network Intrusion Malicious attacks on city-collected information Insiders The �because I can� hacker Computer hijackers Employee invitation to network intrusions

28. Network Intrusion Networking expertise Firewalls and anti-virus tools Employee policies

29. Technology Contracts Outsourcing city technology functions Independent contractors using city technology Forming partnerships for technology Offering technology services to residents

30. Disposal of Old Equipment Donate to a school or other government agency If under the bid amount, sell on the open market Do not offer only to staff or council Pay for recycling

31. Disposal of Old Equipment Account for it Remove all data This means more than just deleting documents Department of Defense http://www.dss.mil/search-dir/isec/nispom_0195.htm

32. HIPAA Health Insurance Portability and Accountability Act Security requirements Large plans � April 20, 2005 Small plans � April 20, 2006

33. HIPAA Covered entities transmitting or maintaining ePHI 18 security safeguards Policies and procedures to address each one Or reasons why you don�t need to

34. Websites Web-based services and interactions Streaming media Blogs Legislative mandates

35. City Internet Services Facilitating private carriers Providing municipal services Community development City operations Enterprise activity

36. City Internet Services Wireless Fiber Optic (Fiber To The Home) Hybrid Broadband over Powerline Institute for Local Self-Reliance www.newrules.org/info/ minnesota.html

37. Geographic Information Systems (GIS) Link data to geography Analyze and display the information Worldwide data sources City collected information

38. Geographic Information Systems (GIS) Property ownership Land use Tax information Demographics Property parcels Neighborhoods Cities Counties Schools

39. Voice over Internet Protocol (VoIP) Voice transmissions over a data network Transition of your phone system As existing equipment can�t be replaced If you move or upgrade offices Generally not the same benefits as in private companies

40. CriMNet Statewide project to connect police and court data Cities and counties State information

41. Last thoughts Website management and intellectual property Video conferencing Other questions

42. League of Minnesota Cities www.lmnc.org 800-925-1122 651-281-1200