CITY INFORMATION MANAGEMENT COMMITTEE

200 E. Wells Street City of Milwaukee Milwaukee, Wisconsin 53202 Meeting Minutes CITY INFORMATION MANAGEMENT COMMITTEE ALD. NIK KOVAC, CHAIR David Henke, Vice-Chair Timothy Richter, David Kaminski, James Klajbor, Jennifer Meyer, James Owczarski, Jeffrey Madison, Judy Pinger, David Klein, Richard Watt, and Jeffrey Larson. Staff Assistant, Chris Lee, 286-2232, Fax:286-3456, clee@milwaukee.gov Thursday, December 10, 2020 10:00 AM Virtual Meeting This will be a virtual meeting conducted via GoToMeeting. Should you wish to join this meeting from your phone, tablet, or computer you may go to https://global.gotomeeting.com/join/393278029. You can also dial in using your phone United States: +1 (571) 317-3112 and Access Code: 393-278-029. 1. Call to order. The meeting was called to order at 10:02 a.m. 2. Roll call. Present 11 - Henke, Richter, Kaminski, Klajbor, Meyer-Stearns, Owczarski, Madison, Pinger, Klein, Watt, Larson Excused 1 - Kovac Also present: Bradley Houston, City Records Center Peter Block, City Attorney's Office Judy Siettmann, Information and Technology Management Division 3. Introduction of new member(s). Member Richter introduced himself as the IT Manager at Municipal Court and the new member on the committee representing Municipal Court. 4. Review and approval of the previous meeting minutes from September 17, 2020. The meeting minutes from September 17, 2020 were approved without objection. 5. Records Retention. A. Proposed departmental record schedules for approval City of Milwaukee Page 1 CITY INFORMATION MANAGEMENT Meeting Minutes December 10, 2020 COMMITTEE Mr. Houston gave an overview. The proposed schedules included 10 new/amended and 648 deleted/superceded schedules. The new schedules included the following: 6 bond record series being consolidated into 1 for the Comptroller's Office, similar record schedules (global to follow in the future) for the Police Department regarding facility and equipment, and the first COVID-19 schedule for the Municipal Court. The Municipal Court schedule has yet to be discussed with the Department of Employee Relations and the Health Department, and it would eventually require a global schedule. Almost all deleted schedules pertained to accounting/payroll schedules, concerned administrative and operational records, have not been renewed since the 1970s and 1980s, were given ample notice to departments, had no comments from departments other than 2 objections, and were not controversial. Mr. Houston and members commended Maggie Turner, City Records Center, for compiling the proposed record schedules. Member Klajbor moved approval, seconded by member Meyer-Stearns, of the proposed departmental record schedules. There was no objection. B. State Records Board approval of previous schedules Mr. Houston said that the schedules from the last committee meeting and this meeting would be submitted to the January State Records Board meeting. 6. Information and Technology Management Division. A. Incident Response Plan (IRP) update Ms. Siettmann gave an update. A tabletop exercise was done successfully with a mock incident. Participants were given templates, and ITMD support staff will follow-up with them. The final step was for departments to disseminate the plan to their management and support staff for their understanding. B. Acceptable Use Policy review and approval Vice-chair Henke and Ms. Siettmann commented. The policy went through meet-and-confer with the Department of Employee Relations and employee groups. The policy was a high level one meant to be simple, bring awareness, protect the City from liability, help users make safer and informed choices on what they can do on their work computers, and was not intended to be all encompassing. After its adoption employees would have to accept the policy and complete a training via email prior to logging into their computers. The policy would be made part of orientation for new employees. The City does not have a policy in place at the moment, and liability is an issue. The policy can be amended and refined on an ongoing basis. Members discussed making the policy more explicit to prohibit personal use, that exceptions exist, that there are limited personal use of devices, and that limited personal use is acceptable under other policies. Member Owczarski moved to recommended approval to the Common Council the Acceptable Use Policy, as proposed. Member Klajbor seconded. There was no objection. 7. Office of the Comptroller. City of Milwaukee Page 2 CITY INFORMATION MANAGEMENT Meeting Minutes December 10, 2020 COMMITTEE A. IT Risk Assessment Summary of Recommendations update Member Klein gave an update. The summary was thoroughly presented at the last meeting. The summary conveyed best practices and no critical issues. The Audit Division of the Comptroller's Office would be responsible to monitor the recommendations. No new topics for review were discussed in a recent meeting with Baker Tilly. No major issues were anticipated going forward. Baker Tilly would be able to present on future reports. 8. Review and approval of the 2021 CIMC meeting schedule. 2021 meeting dates at 10 a.m. as follows: Thursday, March 18th Thursday, June 10th Thursday, September 16th Thursday, December 9th Member Klajbor moved approval, seconded by member Klein, of the 2021 CIMC meeting schedule. There was no objection. 9. Agenda items for the next meeting. Routine items. To be determined. 10. Next meeting date and time. Thursday, March 18, 2021 at 10 a.m. Venue to be determined. 11. Adjournment. The meeting adjourned at 10:35 a.m. Chris Lee, Staff Assistant Council Records Section City Clerk's Office Meeting materials for this meeting can be found within the following file: 201123 Communication relating to the matters to be considered by the City Information Management Committee at its December 10, 2020 meeting. Sponsors: THE CHAIR City of Milwaukee Page 3