HomeMy Public PortalAbout754.8 - Business and Financial Services - Information Technology - Personal Computer Software and Data Policies/City Clerk/General Administration Department
Technology Management Division Section 754.8
Policies and Procedures Manual Page 1
754.8 SUBJECT: PERSONAL COMPUTER SOFTWARE AND DATA POLICIES
:1 .OBJECTIVE:
To set forth the policies with regard to Personal Computer Use, Hardware and Software.
:2.. AUTHORITY:
This procedure amended by City Council June 23, 2008.
:3. .DIRECTION:
Personal Computer Users, Division Managers, Office Heads, Department Directors.
:4.. FUNCTIONS:
A. Personal Computer Software
1 Personal Software - Software owned by individual employees will not be
loaded or used on City-owned computers. Such software is not covered by
the City's insurance policy, and is an unacceptable risk to the City of
copyright infringement, public record violation and software virus
infection.
2.
3.
b.
c.
Copyrighted Software - Only copyrighted software properly licensed will
be utilized in City-owned equipment. The Technology Management
Division (TM) will not provide help, assistance, or guidance to any person
attempting to install, use, or maintain an illegal copy of a software
product.
Public Domain Software - Public Domain software is defined as any non-
copyrighted software obtained at little or no cost from public bulletin
boards, computer clubs, professional organizations, or other public or non-
profit entities. Public Domain software will not be used on City-owned
computer equipment without prior authorization from TM. Authorization
may be obtained from the Systems & Networks Program of TM as
follows:
a. A justification specifically stating how the software will be used
and that it is required by the user department to conduct City
business. This justification must be signed by the Department
Director/Office Head/Division Manager.
Software will be forwarded with the justification to the Network
Support Manager, who will make every effort to assure the
software is clean of virus and operates as it should. However, not
all viruses can be detected and TM cannot guarantee or assure the
software operates properly.
The Network Support Manager will return the clean software with
an authorization letter to the user. The letter should be retained as
proof of authorization and legality for audit purposes.
/City Clerk/General Administration Department
Technology Management Division Section 754.8
Policies and Procedures Manual Page 2
4. No Cost Software - Software given to the City by a vendor, or provided
through another government agency may be used on City-owned
equipment provided authorization has been obtained from TM.
Authorization for use of this software may be obtained in the same manner
as Public Domain software described above.
5. Responsibilities and Auditing - TM personnel will report any unauthorized
software found on City-owned computers to the Department
Director/Office Head and the Chief Information Officer. Program
managers are responsible for assuring only authorized, legal software is
used to conduct City business in their programs. Periodically, personal
computers will be audited for compliance with this policy. Employees
found with illegal software may be subject to disciplinary action.
Unauthorized software will be confiscated and destroyed to protect the
City from claims of software piracy or any other such claims.
B. Personal Computer - Data
The transfer of data from or to a City-owned computer from a non-City owned
computer significantly increases the risk of infection by computer viruses. Prior to
attempting data transfer , the following procedures must be followed:
One-Time Transfers - Media containing the data should be brought to
Systems & Networks, where it will be checked for viruses before it is
loaded to any City-owned computer.
1.
2.
3.
Recurring Transfers - Data may be transferred from a non-City owned
computer to a City-owned computer if it can be reasonably determined
that the risk of infection on the non-City owned computer is low. Prior to
transferring data on a recurring basis, employees should contact the
Technology Management Division for free anti-virus protection and
instruction on risk reducing procedures.
Confidential Data - Data kept on City-owned Computing devices should
be protected with secure passwords and, where, practical encryption
technologies used to protect the integrity and privacy of the data. Missing
or stolen hardware containing City data should immediately be reported to
the Security Officers in the TM Division along with the relevant Program
Managers. In cases where it is possible and practical the data on the device
may be deleted and the device immobilized remotely. Copies of software
and/or data made for backup, archival or distribution purposes should be
reasonably protected to ensure the software or data is not used for illegal,
illicit or unauthorized purposes.
C. Continuity of Operation
Immediate supervisors are responsible for ensuring continuity of operations with
regard to computer equipment within their program. This means ensuring that
necessary backups of software and data, located on local personal computers, is
taken on a timely basis and stored with proper protection.
D. Use of City-owned Computers
/City Clerk/General Administration Department
Technology Management Division Section 754.8
Policies and Procedures Manual Page 3
Employees are prohibited from using City-owned computers for any jobs outside
the scope of their employment with the City, with the following exceptions:
1. To generate material in support of educational pursuits under the City's
Educational Reimbursement Policy.
2. To generate material for special projects when authorized by the Office
Head, Department Director or Division Manager.
E. Monitoring and Misuse of City-owned Computers
Personal computers that are the property of the City and any contents thereof,
including email, are subject to monitoring and access by the City at any time with
or without employee consent. It is strictly prohibited to use a City computer to
seek, send or store material that;
1. is sexually explicit, pornographic, or obscene;
2. can be construed to be harassing or disparaging of others based on their
sex, race, sexual orientation, national origin or religious or political
beliefs;
3. has the potential to cause the City public harm or disrepute; or
4. violates any law or City policy
:5. FORMS:
None.
:6 COMMITTEE RESPONSIBILITIES:
None.
:7.. REFERENCE:
Procedure adopted by City Council December 18, 1989, Item 16A-47; amended July 16,
1990, Item 3A-9; amended and renumbered from 753.2 on December 9, 1991, Item
6/NN; amended November 9, 1992, Item 6J; amended April 19, 1993, Item VV;
amended March 20, 1995, Item SS; amended August 31, 1998, Item 3; amended April
3, 2000, Item 2PPP; amended September 15, 2003; amended June 23, 2008.
:8. EFFECTIVE DATE:
This procedure effective June 23, 2008.