IT Policy Manual FY 2025-26

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• Decisions or actions taken based on the data

• Viruses or other issues from accessing the portal or datasets

Published data is not a legal record but a curated subset intended to support transparency and information sharing. The City reserves the right to remove datasets due to inaccuracy, outdated content, or legal concerns. Users accept that datasets may be modified or removed as necessary.

POLICY SCOPE AND APPLICATION

This policy applies to all City departments, offices, administrative units, boards, commissions, and third-party contractors that create, acquire, or manage information on behalf of the City.

LEGAL AND COMPLIANCE REQUIREMENTS

Departments must ensure open data activities follow applicable laws and City standards including:

▪ Communication Standards – All data and tools used to disseminate open data must maintain corporate standards in the use of City logos, narratives, and other text. A Communications Division representative should review information for compliance with the City style guide prior to its publication.

▪ Publication Best Practices – Open Data Portal managers shall abide by best practices for maintaining data, such as timely and consistent publication.

▪ Political Activity – Any open data or open data tool shall not contain political information or be used for political activities by City employees in a manner inconsistent with the current policy on employees political activities. Please refer to the employee handbook for more information.

▪ Cybersecurity Policies – The sites will comply with City cybersecurity policies and procedures.

▪ Conduct Standards – City policies, rules, regulations, and standards of conduct apply to employees who engage in open data activities while conducting City business. Examples of these activities include accessing, downloading, sharing, publishing, editing, or discussing data, metadata, and related elements.

▪ Privacy Protections – Use of open data shall comply with the City of Greensboro’s privacy policy and use all privacy protection laws to protect the privacy of City employees, residents, and confidential information.

▪ Other Legal Requirements – Open data and related tools, such as websites and portals, shall adhere to all copyright, public records, retention, fair use, and financial disclosure laws, and other laws as applicable.

▪ Third-Party Citations – Citations of vendors, suppliers, clients, residents, coworkers, or other stakeholders may not be provided without their explicit permission.

ROLES AND RESPONSIBILITIES

Open Data Leadership Team: Oversees policy development and implementation; composed of members from the City Manager’s Office and department representatives, with input from the public.

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