(a) City personnel are to use common sense judgment in securing sensitive information to the proper extent. File cabinets, desk drawers, overhead cabinets, and any other storage space containing documents with sensitive information will be secured when not in use. Storage rooms containing documents with sensitive information and record retention areas will be locked at the end of each workday or when unsupervised. Desks, workstations, work areas, printers and fax machines, and common shared work areas should be cleared of all documents containing sensitive information when not in use.
(b) Other recommendations:
(1) Properly erase data from obsolete office equipment (hard drives, CDs);
(2) Shred documents that have sensitive information when no longer needed;
(3) Remove sensitive information from e-mails whenever possible before replying or forwarding over the Internet;
(4) Don't share identification or access passwords;
(5) Don't use obvious passwords or write down passwords in a readily accessible place; and
(6) Don't store sensitive information on a laptop unless necessary, and remove it when the task is finished.
(Res. 05-2009. Passed 4-2-09.)