HR 4.08 City of Portland Human Resources Administrative Rules: Employee Behavior & Expectations 4.08 Information Technologies

A comprehensive set of vocabulary flashcards based on the administrative rules surrounding employee behavior and expectations regarding the use of information technologies for the City of Portland.

City Information Technologies

Includes authorized computer and telecommunications hardware, software, cloud and web services, and systems that utilize the internet.

Authorized User

Any person employed, volunteering or working on behalf of the City, its Bureaus, Divisions, Offices and Directors.

No Expectation of Privacy

Authorized Users have no expectation of privacy in the use of City Information Technologies; all usage is subject to monitoring.

Authorized Use

Use of City Information Technologies only for performing job-related duties or other authorized activities.

Bureau of Technology Services (BTS)

Responsible for the technical rules and standards of City Information Technologies.

Bureau of Human Resources (BHR)

Maintains authority over employee behavior in use of City Information Technologies.

Public Records

Electronic communications and information created using City Information Technologies are generally considered public records.

Information Resource

A tool or source to assist with research and communication inside and outside the City.

Security and Integrity

Measures taken to protect confidentiality, integrity, and security of City data and assets.

Prohibited Uses

Using City Information Technologies for personal gain, political activity, commercial purposes, or religious causes.

Acceptable Uses

Professional business use for job-related duties, communication for information exchange, and record keeping.

Incident Report

Reporting of any suspected security or policy violations regarding City Information Technologies.

Monitoring

City of Portland's practice of tracking the use of Information Technologies, including emails and internet usage.

Compliance with Laws

Authorized Users must comply with all federal, state, and local laws and administrative rule provisions.

Password Security

Using strong passwords and multi-factor authentication for access to City Information Technologies.

Transitory Records

Records of short-term interest that have minimal or no documentary value and should be deleted after use.

Retention and Preservation

Requirements for storing electronically stored information as public records.

Violation of Privacy

An action that compromises the security of confidential information or allows unauthorized access.

Electronic Discovery

The process of identifying and delivering electronically stored information for legal requirements.

Shared Device Responsibility

Each Authorized User is responsible for their own use of a shared device.

Bureau-Specific Work Rules

Additional guidelines that may be developed by specific City Bureaus regarding technology use.

Union Use of Information Technologies

Permitted use under the same guidelines for Authorized Users if it complies with City rules.

Prohibited Access

Accessing sites or information that is racist, sexually explicit, or violates City Code.

Strong Password

A complex password that combines letters, numbers, and symbols to enhance security.

City Owned Equipment

Technology devices and equipment belonging to the City that cannot be removed without permission.

Digital Communication

Use of emails, texts, and instant messages using City Information Technologies.

Confidential Information

Sensitive data about City employees, vendors, or the public that must be protected.

Email Communication

The practice of sending and receiving electronic messages for City business.

Malware Warnings

Alerts regarding potential harmful software that must be taken seriously and acted upon.

Public Disclosure

Requirement for City records to be accessible to the public under certain regulations.

City Monitoring

Tracking usage of City technology to ensure compliance with established rules.

Appropriate Use

Using technology as intended for job functions and authorized activities.

Electronic Content

Digital information that may be subject to confidentiality and privacy considerations.

Email Broadcast Procedures

Requirements for sending mass email communications to City employees.

Website Blocking Procedures

Methods for restricting access to certain internet content deemed inappropriate.

Information Retention Policies

Rules governing how long different types of records must be stored.

Audit of Technology Use

Reviewing usage logs and records for compliance with policies.

Spamming

Sending unsolicited messages or causing disruption with excessive emails.

Privacy Measures

Actions taken to safeguard personal and confidential information.

Technology Standards

Defined guidelines and parameters for the use and management of technology resources.

City Legislative Requirements

Statutes and regulations that govern the use of City resources and Information Technologies.

E-Mail Security

Protocols for protecting City email communications from unauthorized access.

Guidelines for Internet Use

Rules that define acceptable online activities for Authorized Users.

Software Licensing Agreement

Legal contract granting permission to use specific software under defined conditions.

Information Technology Devices

Hardware used for accessing and communicating information using City resources.

City Business Communication

Use of City resources for official communications and work-related tasks.

Personal Device Use

Regulations surrounding the use of personal electronic devices for accessing City technology.

Violation Reporting Procedures

Methods for reporting infractions of the technology use rules.

Job-Related Functions

Tasks and duties related to an employee’s role within the City.

Bureau Directors

Individuals in charge of overseeing specific City departments or divisions.

Remote Access Protocols

Procedures for securely connecting to City systems from outside locations.

Technical Support

Assistance provided by the Bureau of Technology Services for technology-related issues.

Incident Response Protocols

Actions to take when a security threat or breach is detected.

Compliance Documentation

Records that demonstrate adherence to laws and regulations governing technology use.

Public Records Retention

Guidelines which dictate how long public records must be kept and maintained.

City Code Compliance

Adherence to the rules and regulations set forth by City governance.

Information Security Manager

Individual responsible for overseeing the integrity and security of City information systems.

Reporting Violations

Requirement to inform the proper authority about any breach of security or rule.

Access Control Measures

Policies limiting who can access specific City information systems and data.

City’s Charter

The foundational legal document outlining the powers and responsibilities of the City.

Safety Protocols

Guidelines developed to ensure the safe and secure use of technology.

IT Work Rules

Specific regulations guiding technology use within City operations.

Document Preservation

Mandatory maintaining of documents for legal or administrative requirements.

Incident Reporting Requirements

Necessary steps to document incidents affecting City technology use.

User Accountability

Responsibility of users for the actions taken within City systems and networks.

Technology Investment

The allocation of resources toward technology improvements and services.

Human Resource Issues

Concerns related to personnel management and employee conduct in technology use.

Email System Guidelines

Best practices for managing email communications in a professional setting.

Digital Records Management

Strategies for organizing and maintaining electronic documents.

Performance Monitoring

Assessment of the effectiveness of City Information Technologies for operations.

Public Communication Policies

Rules guiding how the City communicates information to the public.

User Agreement

Contractual terms regarding the acceptable use of City technology resources.

Bureau-Specific Guidelines

Additional rules that may apply to the use of technology in specific City departments.