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Workstations shall be left in a powered -on state so that administration tasks may be performed on the workstation. Personnel shall log off or lock their workstations and laptops when their workspace is unattended. c. Confidential or internal information shall be removed or placed in a locked drawer or file cabinet when the workstation is unattended and at the end of the workday if physical access to the workspace cannot be secured by other means. d. File cabinets containing confidential information shall be locked when not in use or when unattended. e. Physical and/or electronic keys used to access confidential information shall not be left on an unattended desk or in an unattended workspace if the workspace itself is not physically secured. f. Laptops shall not be left unattended when in use away from the office. Laptops shall remain in the possession of the person that they are issued to or stored in a locked drawer or cabinet when not in use (e.g. end of the workday). g. Passwords must not be stored on or under a computer or in any other physically accessible location. h. Copies of documents containing confidential information should be immediately removed from printers and fax machines. 5. Data Security a. Personnel shall use approved encrypted communication methods when sending confidential information over public computer networks (Internet). b. Only authorized cloud computing applications maybe used for sharing, storing, and transferring confidential or internal information. c. Information must be appropriately shared, handled, transferred, saved, and destroyed, based on the information sensitivity and consistent with Public Records Law and retention requirements. d. All electronic media containing confidential information must be disposed of securely and consistent with Public Records Law and retention requirements. Please contact the Information Technology Department for guidance or assistance. Page 16 69 SECTION NUMBER EFFECTIVE DATE Information ADMINISTRATIVE Technology AM -1200.21 4/22/2025 POLICY MANUAL SUBJECT PAGE Acceptable Use Page 6 of 18 Workstations shall be left in a powered -on state so that administration tasks may be performed on the workstation. Personnel shall log off or lock their workstations and laptops when their workspace is unattended. c. Confidential or internal information shall be removed or placed in a locked drawer or file cabinet when the workstation is unattended and at the end of the workday if physical access to the workspace cannot be secured by other means. d. File cabinets containing confidential information shall be locked when not in use or when unattended. e. Physical and/or electronic keys used to access confidential information shall not be left on an unattended desk or in an unattended workspace if the workspace itself is not physically secured. f. Laptops shall not be left unattended when in use away from the office. Laptops shall remain in the possession of the person that they are issued to or stored in a locked drawer or cabinet when not in use (e.g. end of the workday). g. Passwords must not be stored on or under a computer or in any other physically accessible location. h. Copies of documents containing confidential information should be immediately removed from printers and fax machines. 5. Data Security a. Personnel shall use approved encrypted communication methods when sending confidential information over public computer networks (Internet). b. Only authorized cloud computing applications maybe used for sharing, storing, and transferring confidential or internal information. c. Information must be appropriately shared, handled, transferred, saved, and destroyed, based on the information sensitivity and consistent with Public Records Law and retention requirements. d. All electronic media containing confidential information must be disposed of securely and consistent with Public Records Law and retention requirements. Please contact the Information Technology Department for guidance or assistance. Page 16 69