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Richland, WA
Computer & Networks Use Policies
The increasing ease of use of both personal computers and the Internet has led many public agencies to have valid concerns about misuse. The following documents are samples of policy statements that may help you to establish your own organization's policies so that these valuable resources may be implemented without damaging the integrity of the public trust.
There are several documents here, all supplied courtesy of the Curt Gjerdevig, city of Richland, WA:
- Use of City Microcomputers .
- Policy of City of Richland, WA
- Acquisition
of Microcomputer Hardware and Software - Policy of City of Richland, WA
- Use of City Local Area Network/Wide
Area Network and Other Information Network Resources
- Network Computing Policy by Wes
Morgan & Arlene Rinaldi
- Electronic Mail and Files by
Arlene Rinaldi
Use of City Microcomputers
Index No. 3120
June 5, 1992
I. Purpose
This guideline establishes the policies and procedures for employee use of city microcomputer systems.
II. Policy
While the City encourages and supports employee use of microcomputer systems as a means of improving productivity, certain restrictions are necessary to avoid improprieties, 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. City microcomputer systems are not to be used for gazes, personal correspondence, or other personal use during or outside City business hours.
III. Responsibility
A. Employees - The procedures described in this guideline are to be followed by all employees who use city microcomputer systems.
B. Supervisors - All supervisors of employees who use microcomputers are responsible for ensuring that subordinates adhere to this procedure guideline.
C. Data Processing Division - In addition to assisting department/division users in the acquisition and use of microcomputer systems, the Data Processing Division is responsible for enforcing this procedure guideline.
IV. Definitions
For the purposes of the procedures in this guideline, the following definitions shall apply-.
A. Application: The system, process or problem to which a computer, program or software is applied. Examples include complaint tracking, sign inventory, Wastewater Treatment Plant process control, etc.
B. Data File: Collections of data accumulated for a definite use. Examples include word processing documents, spreadsheets, databases, etc.
C. Hardware: The electric, electronic, and mechanical equipment used to process data. Examples include the-central processing unit, keyboard, monitor, printer, etc.
D. Program: A unique set of instructions, created by City staff or by consultants, that tell the computer how to perform a function or series of functions. An example is the Code Enforcement complaint Tracking program written by Data Processing.
E. Software: A set of programs that tell the computer how to perform a function or series of functions, usually created by commercial firms for sale and general use in specific types of applications. Examples include WordPerfect, Lotus 1-2-3, dbase III Plus, AUTOCAD, etc.
F. Template: A stored pattern of instructions or macros, developed in software, for performing the same repetitive process on different sets of data. An example is the Copier Cost Breakdown template developed in Lotus 1-2-3 and used by Support Services to allocate copier costs.
V. Procedure
A. Use of 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. Use of specialized software or hardware other than those standard products may be authorized through Procedure Guideline No. 2250. The use of unauthorized, non-standard software on city microcomputer systems is prohibited. Consequently, employees shall not install or use unauthorized software or hardware, including personally owned software or hardware, on City microcomputers. Non-standard hardware or software, discovered during routine maintenance operations, will be reported to the immediate supervisor of the user. Equipment identified as containing non-standard software or hardware may be examined by Data Processing to ensure its removal.
B. 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 Data Processing Division staff. Any moving, relocating, or rearranging of microcomputer hardware should also be coordinated with Data Processing staff.
C. Ownership and Confidentiality - All software, programs, applications, templates, data, and data files residing on municipal microcomputer systems or storage media or developed on municipal microcomputer systems are the property of the city of Richland. The city retains the right to access, copy, 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.
D. Copying Software, Programs, Applications, Templates, Etc. - Users should notify Data Processing 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.
E. Back-Up of Data Files - Employees 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 to tape every Friday. Back-up tapes should be rotated to maintain a three week archives
F. Use of Employee Microcomputers to Work on City Data Files - Employees who own personal microcomputers may wish to use them for work at home. Those who choose to do so must adhere to this procedure guideline with regard to use of City-owned software or data files. Use of outside computers introduces the risk that a "computer virus" could infect City microcomputer systems. Data files should be checked by virus detecting software before copying them back an to City microcomputers. Data Processing can provide consultation and assistance to avoid this danger.
By: Information Systems Manager
Acquisition of Microcomputer Hardware and Software
I. Purpose
This guideline establishes policies and procedures for the acquisition of microcomputer hardware and software, as well as for maintenance of all municipal microcomputer systems.
II. Policy
It is the policy of the City to maximize the cost effective use of microcomputer systems as a means of improving municipal 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 city Manager. Adherence to these standards will be accomplished by having all microcomputer related acquisitions coordinated through the Data Processing Division. The Data Processing Division will be "Committed to Quality Service" to user departments and divisions in fulfilling its microcomputer support responsibilities.
The City's standard microcomputer hardware and software configuration shall be as described below. Depending on requirements, a user may not require all the hardware and software listed. On the other hand, a user may have need for specialized hardware or software in addition to those listed (see Section V.(A)).
Hardware:
IBM compatible CPU, Novelle network compatible
Fixed/floppy diskette drives & tape backup drive
Communication ports
Color monitor
Keyboard
Laser printer
Terminal emulation kit
Workstation furniture
Software
MS-DOS
WordPerfect
Lotus 1-2-3
dbase III Plus
Hardware and Software
III. Responsibility
A. User - Users are responsible for coordinating through the Data Processing Division 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.
B. Data Processing Division - The Data Processing Division is responsible for maintaining Citywide microcomputer standards approved by the City Manager and for helping select microcomputer hardware, software, and workstation furniture that cost effectively satisfies user needs. Accordingly, Data Processing is responsible for the requisitioning, receipt, assembly, installation, and set up of all City microcomputer hardware, software, and workstation furniture. Data Processing will also be responsible for providing user instruction and training, either directly through educational aids, or through third parties.
IV. Definitions
For the purposes of the procedures in this guideline, "hardware" refers to the electric, electronic, and mechanical equipment used to process data. Examples include central processing units, keyboards, monitors, and printers. "Software" refers to a unique set of program instructions that tell the computer how to perform a function or series of functions. Examples include WordPerfect, Lotus 1-2-3, dbase III Plus, and AUTOCAD. Software will also include "applications" and "programs" as defined in Use of City Microcomputers, Guideline No. 3120.
V. Procedure
A. A user wishing to purchase microcomputer hardware or software should consult Data Processing early in the planning process. Data Processing 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. The city manager will authorize purchases through the budget or budget amendment.
B. Acting on behalf of the user, Data Processing will initiate requisitions for microcomputer systems, hardware, software and workstation furniture. Such requisitions received by the Materials Management Division which originated from the user will be forwarded to Data Processing to be evaluated and approved before any purchasing action is taken.
C. All microcomputer hardware, software and workstation furniture will be shipped in care of the Data Processing Division. Data Processing staff will perform necessary tests, install software, set up the system and specialized furniture, and provide user instruction.
By: Information Systems Manager
Use of City Local Area Network and Other Information Network Resources
This is to acknowledge that I have read and understand Procedure Guideline No. 3130, Use of City Local Area Network/Wide Area Network and Other Information Network Resources. I understand that failure to follow the provisions of the Guideline could lead in loss of LAN/WAN privileges and/or more severe disciplinary action.
By signing below, I agree to abide by the policy.
THIS DOCUMENT WILL BE PLACED IN YOUR PERSONNEL FILE
Signature:
Name (printed):
Date:
I. Purpose
The purpose of this policy is to implement guidelines for the establishment, administration, maintenance, and use of the City's information network resources, including the City Local Area Network/Wide Area Network (LAN/WAN), the Internet, and on-line information services.
II. Policy
Information network resources are made available to City staff to improve communications and information exchange with citizens and others and to provide an information and research resource. While the City encourages the use of information network resources to improve communications, certain restrictions are necessary to avoid improprieties and ensure that established standards are met. To reduce potential liability, the risk of inappropriate use, and possible adverse public perceptions, City personnel shall make use of City provided LAN/WAN, Internet, and on-line services for official city business purposes only. city information network resources are not to be used for entertainment, personal communications, other personal use, or illegal, harassing libelous or obscene purposes during or outside City business hours.
All components of the City of Richland LAN/WAN are the property of the City and remain subject to City control. Successful operation of the LAN/WAN requires that users regard the LAN/WAN as a shared resource and conduct themselves responsibly and courteously.
III. Responsibility
A. Employees - The procedures described in this guideline are to be adhered to by all employees who use City information network resources.
All employees granted access to City information network resources shall be given a copy of this procedure guideline and shall sign the statement acknowledging understanding of the procedures attached to this guideline.
B. Supervisors - Supervisors are responsible for determining which employees require access to City information network resources and for coordinating installation with the Information Systems Division.
All supervisors of employees who use City information network resources are responsible for ensuring that subordinates adhere to the procedures of this guideline.
C. Information Systems Division - The Information systems Division is responsible for the provision of reliable network information services as required by the City and for establishing and administering City information network resources. The Information Systems Manager is authorized to terminate user access to network information services if inappropriate use is detected.
IV. Definitions
For the purposes of the procedures of this guideline, the following definitions shall apply:
A. LAN/WAN (Local Area Network/Wide Area Network) - A network consisting of electronic devices communicating with one another and sharing hardware, software, data, and information resources. Included are all of the communication and computer hardware, operating systems, data, and application software of the City and any stored electronic media and other systems that may be connected, such as bulletin boards, Internet, on-line information services, and others.
B. Information Resources - Any information in digital electronic format, including, but not limited to electronic mail, voice mail, local databases, externally accessed databases, clip art, digital images, voice and sound recordings and any digitized information that may be made available on the City LAN/WAN.
C. Inappropriate Use - Improper use of the City LAN/WAN, use of the LAN/WAN for non-municipal purposes, including personal communications, entertainment, personal profit, any violation of local, state and/or federal law, or any other prohibited use as set forth in this policy.
V. Procedure
The intent of these procedures is to ensure that use of the City LAN/WAN is consistent with the best interests of the City. These procedures do not attempt to articulate all required or proscribed behavior by users, but merely cover the most conspicuous examples.
A. City provided information resources shall not be used for any inappropriate use (see IV. C, above). Examples of inappropriate uses include (but are not limited to):
- Seeking to gain or gaining information for inappropriate purposes or unauthorized
access to proprietary information. Seeking access to passwords belonging to
other users.
- Infringing on third party copyrights or other intellectual property rights,
license agreements or other contracts; for example, illegally installing or
making available copyrighted software.
- Inappropriate copying, modifying, distributing, transmitting or displaying
files or other data or information resources.
- Processing, distributing, transmitting, or displaying inappropriate stored
electronic media; obscene, libelous or defamatory material, or files dangerous
to the integrity of the City's LAN/WAN.
- Using the City's LAN/WAN or knowingly allowing another to use the LAN/WAN-N for personal profit, personal business, commercial product advertisement or partisan political purposes.
B. Information on any component of the LAN/WAN or information resources, whether networked or stand alone, may be accessible to other users. LAN/WAN-based information resources shall be subject to access, regulation and control by the City. The City shall take prudent steps to develop, implement and maintain security procedures to ensure the integrity of individual and city files. Without the consent of the user, sender or intended recipient, all electronic mail and data on any City system may be examined to determine whether the electronic mail or data may contain inappropriate information or illegal material.
C. Accounts (such as those established for the City's LAN/WAN, the City's AS/400, Internet, FAX, and electronic mail) shall be used only by the authorized owner of the account for City business purposes. Account owners are responsible, and will be held accountable, for all activity performed under their password.
D. Users shall:
- comply with license agreements and policies of networks and on-line services
made available by the City;
- not make unauthorized changes to nor install unauthorized hardware or software
on any component of the LAN/WAN; and,
- not access any external networks or information resources from City computers,
the LAN/WAN or utilizing any city resources without proper authorization.
The City considers the value of allowing access to information resources through external networks outweighs the potential harm from the possibility of misuse or that users may encounter materials they may find offensive. All users of City provided networks and information resources do so at their own risk with regard to the possibility of encountering material they may find offensive. Moreover, users must assume responsibility for ensuring their utilization of the external networks and information resources is consistent with City business purposes.
By: Information Systems Manager
Approved:
Network Computing Policy
This Organization is responsible for securing its network and computing systems in a reasonable and economically feasible degree against unauthorized access and/or abuse, while making them accessible for authorized and legitimate users. This responsibility includes informing users of expected standards of conduct and the punitive measures for not adhering to them. Any attempt to violate the provisions of this policy will result in disciplinary action in the form of temporary revocation of user accounts, regardless of the success or failure of the attempt. Permanent revocations can result from disciplinary actions taken by a panel judiciary board called upon to investigate network abuses.
The users of the network are responsible for respecting and adhering to local, state, federal, and international laws. Any attempt to break those laws through the use of the network may result in litigation against the offender by the proper authorities. If such an event should occur, this organization will fully comply with the authorities to provide any information necessary for the litigation process.
SECTION 1: GENERAL COMPUTING POLICY
Once a user receives a user ID to be used to access the network and computer systems on that network, they are solely responsible for all actions taken while using that user ID. Therefore:
1.1 Applying for an userid under false pretenses is a punishable disciplinary offense.
1.2 Sharing your userid with any other person is prohibited. In the result that you do share your userid with another person, you will be solely responsible for the actions that other person appropriated.
1.3 Deletion, examination, copying, or modification of files and/or data belonging to other users without their prior consent is prohibited.
1.4 Attempts to evade or change resource quotas are prohibited.
1.5 Continued impedance of other users through mass consumption of system resources, after receipt of a request to cease such activity, is prohibited.
1.6 Use of facilities and/or services for commercial purposes is prohibited.
1.7 Any unauthorized, deliberated action which damages or disrupts a computing system, alters it normal performance, or causes it to malfunction is a violation regardless of system location or time duration.
SECTION 2: ELECTRONIC MAIL POLICY
Whenever you send electronic mail, your name and userid are included in each mail message. You are responsible for all electronic mail originating from your userid. Therefore:
2.1 Forgery (or attempted forgery) of electronic mail messages is prohibited.
2.2 Attempts to read, delete, copy, or modify the electronic mail of other users are prohibited.
2.3 Attempts at sending harassing, obscene and/or other threatening email to another user is prohibited.
2.4 Attempts at sending unsolicited junk mail, "for-profit" messages or chain letters is prohibited.
SECTION 3: NETWORK SECURITY
As a user of the network, you may be allowed to access other networks (and/or the computer systems attached to those networks). Therefore:
3.1 Use of systems and/or networks in attempts to gain unauthorized access to remote systems is prohibited.
3.2 Use of systems and/or networks to connect to other systems, in evasion of the physical limitations of the remote system/local, is prohibited.
3.3 Decryption of system or user passwords, is prohibited.
3.4 The copying of system files is prohibited.
3.5 The copying of copy righted materials, such as third-party software, without the express written permission of the owner or the proper license, is prohibited.
3.6 Intentional attempts to "crash" network systems or programs are punishable disciplinary offenses.
3.7 Any attempts to secure a higher level of privilege on Network systems are punishable disciplinary offenses.
3.8 The willful introduction o computer "viruses" or three disruptive/destructive programs into the organization network or into external networks is prohibited.
by Wes Morgan (morgan@engr.uky,edu) and
Arlene H. Rinaldi (rinaldi@acc.fau.edu)
Permissions to duplicate or distribute this document is granted with the provision that the document remains intact or if used in pieces, that the original document source be referenced. For additions, comments, suggestions and requests for revisions, please send email to rinaldi@acc.fau.edu.
Electronic Mail and Files
USER RESPONSIBILITY
The content and maintenance of a user's electronic mailbox is the users responsibility:
- Check email daily and remain within your limited disk quota.
- Delete unwanted messages immediately since they take up disk storage.
- Keep messages remaining in your electronic mailbox to a minimum.
- Mail messages can be downloaded or extracted to files then to disks for future reference.
- Never assume that your Email can be read by no one except yourself, others may be able to read or access your mail. Never send or keep anything that you would not mind seeing on the evening news.
The content and maintenance of a user's disk storage area is the users responsibility:
- Keep files to a minimum. Files should be downloaded to your personal computer's
hard drive or to disks. Routinely and frequently virus scan your system, especially
when receiving or downloading files from other systems to prevent the spread
of a virus.
- Your files may be accessible by persons with system privileges, so do not
maintain anything private in your disk storage area.
For additions, comments, suggestions and requests for revisions, please click here to send email to - RINALDI@ACC.FAU.EDU
Last updated: 27 April 95 - URL, = http://www.fau.edu/rinaldi/net/user.html
The Net: User Guidelines and Netiquette - by Arlene Rinaldi
WORLD WIDE WEB
Do not include very large graphic images in your html documents. It is preferable to have postage sized images that the user can click on to "enlarge" a picture. Some users with access to the Web are viewing documents using slow speed modems and downloading these images can take a great deal of time.
When including video or voice files, include next to the description a file size, i.e (1OKB or 2MB), so the user has the option of knowing how long it will take to download the file.
Keep naming standards for URL's simple and not overly excessive with changes in case. Some users do not realize that sites are case sensitive or they receive URL's verbally where case sensitivity is not easily recognizable.
When in doubt about a URL, try accessing the domain address first, then navigate through the site to locate the specific URL,. Most URL's begin with the node address of WWW followed by the site address, i.e
Examples:
http@//www.cern.ch
http@//www.fau.edu
http //www.ibm.com
http.//www.cpsr.org
A URL which includes only an image map and no text might not be accessible to
those users that do not have access to a graphical Web browser. Always include
the option of text links in your URL documents.
W3 connections can be *very* high bandwidth consumers. With graphical web browsers, when graphic images are not necessary to obtain information it is a good idea, both in terms of the speed of the session, and to conserve bandwidth, to set the options to "turn off" or "delay" inline images.
URL authors should always protect their additions to the Web by including trademark (TM) or Copyright (C) symbols in their HTML documents.
URL authors should include an email address at the bottom (or in the address area) of all HTML documents. Because of the nature of html links, a user can automatically link to your html document and have questions about it, but will not know who to contact if the email address is not available.
Including the actual URL in the document source preferably after the <Address> tag, will allow users that print out the information to know where to access the information in the future, i e.
URL://www.fau.edu/rinaidi/net/web.html
URL's authors should always include a date of last revision - so users linking to the site can know how up to date the information has been maintained.
Infringement of copyright laws, obscene, harassing or threatening materials on Web sites can be in violation of local, state, national or international laws and can be subject to litigation by the appropriate law enforcement agency. Authors of HTML documents will ultimately be responsible for what they allow users worldwide to access.
Permissions to duplicate or distribute this document is granted with the provisions that the document remains intact or if used in sections, that the original document source be referenced.
For additions, comments, suggestions and requests for revisions, send email to - RINALDI@ACC.FAU.EDU
Last updated: 15. AUG 95 - URL = http.//www.fau.edu/rinaldi/net/web.html