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Computing Resources Use Policy
City of Olympia, WA
May 1, 1999

Guideline #28 COMPUTING RESOURCES USE POLICY
EFFECTIVE DATE: May 1, 1999	PREPARED BY: Information Services & Human Resources Division CHAPTER 23 - Computing Resources
	APPROVED BY: _________________________________________ Richard C. Cushing City Manager PREPARED BY: Information Services & Human Resources Division
REVISED: NA SUPERSEDED: NA	APPROVED BY: _________________________________________ Richard C. Cushing City Manager

28. Acquisition of Microcomputer Hardware and Software

1. Purpose
1. This guideline establishes policies and procedures for the acquisition of microcomputer hardware and software, as well as for maintenance of all municipal microcomputer systems.
2. Policy
1. It is the policy of the City to maximize the cost-effective use of microcomputer systems as a means of improving productivity. To ensure hardware/software compatibility and reliability and allow for provision of appropriate user support, all microcomputer hardware and software will meet uniform standards established by the Executive Committee. Adherence to these standards will be accomplished by having all microcomputer-related acquisitions coordinated through the Information Systems Division.
3. Responsibility
1. Users are responsible for coordinating through the Information Systems all acquisitions of microcomputer hardware and software. This includes demonstration hardware and software used for evaluation purposes as well as products acquired for ongoing use. User departments are responsible for ensuring that necessary funds are budgeted and available.
2. The Information Systems is responsible for maintaining microcomputer standards approved by the City Manager and for helping select microcomputer hardware and software that cost effectively satisfies user needs. Accordingly, Information Systems is responsible for the requisitioning, receipt, assembly, installation, and set up of all City microcomputer hardware and software. Information Systems will also be providing and coordinating user instruction.
4. Procedure
1. A user wishing to purchase microcomputer hardware or software should consult Information Systems early in the planning process. Information Systems will assist in assessing hardware/software requirements and in estimating costs. Unless an exception can be justified by user requirements, hardware and software will comply with the City's standard configuration. The user will assure that funds are budgeted and available for purchase of items required.
2. Acting on behalf of the user, Information Systems will initiate requisitions for microcomputer systems, hardware, and software. Such requisitions, which originated from the user, will be forwarded to Information Systems to be evaluated and approved before any purchasing action is taken.
3. All microcomputer hardware and software will be shipped in care of the Information Systems Division. Information Systems staff will perform necessary tests, install software, set up the system and provide user instruction.

Use of City Microcomputers

5. Policy
1. This guideline establishes the policies and procedures for employee use of city microcomputer systems. While the City encourages and supports employee use of microcomputer systems as a means of improving productivity, certain restrictions are necessary to ensure that established standards are met, and maintain appropriate security of computerized data. A fundamental restriction relates to the policy that City microcomputer systems are to be used for official City business purposes only.
6. Responsibility
1. The procedures described in this guideline are to be followed by all employees who use city microcomputer systems.
2. All supervisors of employees who use microcomputers are responsible for ensuring that subordinates adhere to this procedure guideline.
3. In addition to assisting department/division users in the acquisition and use of microcomputer systems, the Information Systems Division is responsible for enforcing this procedure guideline.

Procedure

4. Standardized Software and Hardware - To ensure compatibility between microcomputer systems and provision of adequate user support, the City has established standard software and hardware for commonly used applications. The use of unauthorized, non-standard software or hardware, including personally owned software or hardware, on city microcomputer systems without Information Systems and Department Director approval is prohibited. If a non-standard software is approved by the Information Systems Manager and the Department Director for installation, the City shall not be responsible for its operation and/or maintenance. If it is found that this non-standard software effects the operation of the user computer or the network, it will be removed. If Non-standard hardware or software, which has not been approved, is discovered during routine maintenance operations, it will be reported to the immediate supervisor of the user to ensure its removal.
5. Installation of Software and Hardware - Improper installation of software or hardware can damage a microcomputer system or cause it to malfunction. Consequently, all software and hardware is to be installed by the Information Systems Division staff. Any moving, relocating, or rearranging of microcomputer hardware should also be coordinated with Information Systems staff.
6. Ownership and Confidentiality - All software, programs, applications, templates, data, data files and web pages residing on municipal microcomputer systems or storage media or developed on municipal microcomputer systems are the property of the City of Olympia. The city retains the right to access, copy, and change, alter, modify, destroy, delete or erase this property. Microcomputer data files containing confidential or sensitive data should be treated accordingly and should not be removed from the workplace without proper authorization.
7. Copying Software, Programs, Applications, Templates Etc. - Users should notify Information Systems and receive proper authorization before attempting to copy software. In many cases, copyright laws and/or licenses for commercial software, programs, applications, and templates used by the City prohibit making multiple copies. The City and its employees are required to abide by the federal copyright laws and to abide by all such licensing agreements.
8. Back-Up of Data Files - Employee's are expected to regularly back-up microcomputer data files on cassette tape in order to avoid irretrievable loss through hardware failure. At a minimum, all microcomputers should be backed-up on a monthly basis. Back-up tapes should be rotated to maintain a six week archives
9. Personal Computer Replacement - When a new computer is purchased, setup and installed in a section, the existing computer is often moved to another employee. Because repeatedly uninstalling and installing hardware and software from one computer to another is very time consuming, expensive, and results in very little productivity benefit for the City, the purchase and installation of a new computer, will result in the move of only one personal computer.
10. File Sharing - When sharing your files and access to these files with other employees, it is necessary to put these files on a network storage drive. Employees are not allowed to share drives on a user’s personal computer; drives are only to be shared on the network.
7. Network, INTernet & Electronic mail (e-mail) Use Policy
1. Proper Use: Access to the Internet is a privilege. All users of City provided access to the Internet are responsible for using Internet resources in an effective, ethical, and lawful manner. All Internet usage should be congruent with the City’s Vision and Values. E-mail should be used only for City business.
2. Communications Over the Network, Internet or Intranet
1. Electronic communications (such as E-mail, talk, telephone, fax, network, Internet Chat, and or other applications) are only for City related activities. Fraudulent, harassing, or obscene messages and/or other materials must not be transmitted over the Internet, City networks, or any other related networks. Inappropriate messages include but are not limited to:
1. Messages sent under an assumed name or with a modified address or with the intent to obscure the origin of the message.
2. Messages that harass an individual or group because of their sex, race, creed, religion, national origin, sexual orientation, or other characteristics.
3. Messages that contain erotic material as defined by City Ordinance, indecent or inflammatory remarks directed toward an individual or group.
3. No one may use resources of the City’s Internet access for personal gain by posting messages that promote private products, services or interests.
4. No one may access or download material or information for private purposes or which is considered erotic material under City Ordinance.
5. No one shall deliberately use the system in an excessive manner so as to unreasonably deprive others of system use or resources.

Security, VIRUSES AND Downloading

6. No one may use loopholes in computer security systems or knowledge of a special password to damage computer systems, to obtain extra resources, to take resources from another user, to gain access to systems or to use systems for which proper authorization has not been given. System accounts are assigned to individuals or groups. A password must be kept secret and not shared with any other individual. No one is allowed to attempt to use another person’s user-id or password to gain access to another individual’s account.
7. Staff members whose personal computers are enabled to accept files via the Internet (e.g., via FTP, E-mail, attachments or newsgroups) are individually and directly responsible for checking them for viruses using the latest version of a reliable virus-checking program. Downloading or uploading a file is restricted to City related business. Users must not download any software packages and/or upgrades from the Internet, and must comply with the "Use of City Microcomputers" policy.
8. Acceptable use and the public records law
1. Each user is responsible for their image on the Internet as well as the image of the City of Olympia. Any user of the City who has Internet access is expected to comply with these rules, the generally accepted policies and practices of the Internet and the local policies and procedures that apply to any resource to which the user may have access.
2. Users should respect the integrity of other computers and computer systems and shall not interfere with, disrupt, or damage network users, services, programs, software, or equipment. Disruptions include, but are not limited to, distribution of unsolicited advertising, propagation of viruses or other debilitating programs, and using the network to make unauthorized entry to any other computer system accessible via the network.
3. City Internet usage is monitored, and any inappropriate use will not be tolerated. Certain E-mail messages and other written correspondence may be demanded for reproduction under the Freedom of Information Act or criminal investigations.
4. Responses to inquiries for information received by City personnel, shall comply with the Public Records Act, Chapter 42.17 RCW.
9. Penalties and Enforcement
1. Any user violating these policies or applicable local, state and/or federal laws may be subject to immediate loss of all computer, e-mail, and Internet privileges. In addition, disciplinary action may be taken against any violator under the City's Personnel Policies and Procedures.

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NAME: DEPARTMENT: _______________________________

1. What is your business need for Internet access?

2. Please number your top 5 uses (1 being your most important, 5 the least used)

Rank

		Send/Receive E-mail via the internet– external to the City of Olympia
		General Information Access – explain
		Research – explain
		Vendor Access – explain:
		Online Education – explain:
		Public Safety Links – explain:
		News/Discussion Groups – explain:
		Other – explain:

3. Please estimate the length of time you will be using Internet Access:

___________ minutes/hours(circle one) per day OR ___________ hours per month

4. Is there any cost involved?_____________________________________________________________________

5. How will this connection make you more efficient/effective?______________________________

Or increase any staff time____________________________________________________________

6. Does this require any staff to acquire new skills? ________________________________________

7. Do you plan to upload/download any files to/from the Internet? If yes, explain:

_________________________________________________________________________________

8. How will this use of Internet access enhance operations in your Department?

_________________________________________________________________________________

My signature indicates that I read and understand The City of Olympia Computing Resources Use Policy. I understand and agree that violating these policies or applicable local, state and/or federal laws may be subject to immediate loss of all computers, e-mail, and Internet privileges. In addition, disciplinary action may be taken against any violator under the City's Personnel Policies and Procedures.

To be completed by the supervisor/department director:

Employee Signature:_________________________________ Date _____________________

Supervisor Approval: ____________________________________ Date ____________________

Department Director Approval: ____________________________ Date ____________________

Please send Approved Application to the Information Systems Division Help Desk, Plaza Bldg., for processing.

Explanations:

2.

_____ a. Send/Receive E-mail via the internet– external to the City of Olympia

_____ b. General Information Access

Example: browsing, searching job-related functions

_____ c. Research

Find laws, regulations, or other documentation appropriate to your job. You might use search engines to find information about those rules and regulations.

_____ d. Vendor Access

Purchasing related activities with vendors, like researching inventory supplies.

_____ e. Online Education

Example: take a Microsoft WORD class on the Internet.

_____ f. Public Safety Links

Example: Criminal Justice research/supervision normally done by OPD or Municipal Court.

_____ g. News/Discussion Groups

Example: various groups like the Association of Washington Cities.

_____ h. Other

If you don’t envision 5 uses, simply mark those you will be using.

4. Cost may include upgrading your PC to be able to be on the network.

Do not include costs if you already have a PC on the network.

5. Does this save sending paper through the mail? Or any other cost or time savings?
6. Skills other than simply needing to learn how to sign on, use and sign off the Internet?
7. Since we can get a virus from the downloading of files, we need to be prepared. We need to get an idea of the number of files and types of files you would be accessing, to know what virus-checking software needs to be in place to be prepared.

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