HomeMy WebLinkAbout03-407 Computer Usage Policy
RESOLUTION NO. tJ3 -1()7
BY: /1;// I ¡farv¡
u
A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF
MERIDIAN TO PROVIDE FOR FINDINGS AND TO ESTABLISH A COMPUTER
USAGE POLICY FOR THE CITY OF MERIDIAN; PROVIDING FOR THE
FOLLOWING: SYNOPSIS, OBJECTIVE, DEFINITIONS, COMPUTING PRIVACY,
SOFTW AREIHARDW ARE, SERVER MAINTENANCE, COMPUTER ACCESS AND
SECURITY, BACK-UPS, REMOTE CONTROL, INVENTORY, PURCHASING,
INTERNET AND E-MAIL ACTIVITY, CONDITIONS TO AUTHORIZATION,
VIOLATIONS, NOTICE TO THE PUBLIC, WEBSITE LINKS POLICY, AND POLICY
UPDATES, AND A QUESTION AND ANSWER SECTION; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, the Mayor and Council have the authority [pursuant to LC. § 50-
302] to establish resolutions not inconsistent with the laws of the state of Idaho as may be
expedient, in addition to the special powers therein granted, to maintain the peace, good
government and welfare of the corporation and its trade, cornmerce and industry; and
WHEREAS, the computer systems owned and operated by the City of Meridian
are made available to City staffto improve efficiency, effectiveness and productivity by
improving employee abilities to do their jobs, and are intended for City business only; and
WHEREAS, the Computer Usage Policy shall incorporate definitions, regulate
computer activity during business hours, non-business hours, nights weekends and/or holidays,
and provide for periodical running of inventory on software; and
WHEREAS, the Computer Usage Policy shall regulate the installation of
hardware and software by Infonnation Technology staff or an authorized department
representative, workstation setup, and record keeping of authorized computer software; and
WHEREAS, Given the importance of computer servers it is necessary to restrict
the ability to install software, monitor and configure servers, and therefore the Computer Usage
Policy authorizes only IT personnel to install, monitor and configure servers owned and operated
by the City of Meridian; and
RESOLUTION FOR COMPUTER USAGE POLICY
FOR THE CITY OF MERIDIAN
PAGE 1 OF 3
WHEREAS, All employees shall be responsible for maintaining good security
practices with the City's computer systems, information systems and data, including their
passwords, and restrict usage of their own computers by other City employees; and
WHEREAS, the Computer Usage Policy provides for back -up schedules of the
server data to prevent the potential loss of critical data, and allocates responsibility for backing
up the local system, and provides that that no employee shall have remote control of another
user's computer; and
WHEREAS, the Computer Usage Policy provides for maintaining an accurate
computer inventory within all departments, and periodic audits of inventory records, along with
guidelines for purchasing computer software and hardware; and
WHEREAS, the Computer Usage Policy provides guidelines for the usage of
internet and e-mail activity for City employees, and that all users of the computer system and
networks, including Internet access, are responsible for complying with all local, state, federal
and international laws; and
WHEREAS, the Computer Usage Policy provides for disciplinary action against
for City employees who violate the policies concerning use of their computers, as well as other
officers, agents or representatives, within the City of Meridian who create any liability on behalf
of the City; and
WHEREAS, the Mayor and Council have deemed it expedient and in the best
interests of the City of Meridian to establish a Computer Usage Policy for the City of Meridian
to implement guidelines for the appropriate use of the computer systems for all City employees
for the City of Meridian.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY
COUNCIL OF THE CITY OF MERIDIAN, IDAHO as follows:
SECTION 1. Pursuant to Idaho Code §50-30l et seq., the Mayor and City Council
hereby adopt the City of Meridian Computer Usage Policy for the City of Meridian, a copy of
which is attached hereto and by this reference incorporated herein. A copy of this Resolution
and the attached City of Meridian Computer Usage Policy shall be held on file in the office of
the City Clerk.
SECTION 2: EFFECTIVE DATE. This Resolution shall be in full force and effect on
/fur-f- /2-+:!}: ,2003.
RESOLUTION FOR COMPUTER USAGE POLICY
FOR THE CITY OF MEillDIAN
PAGE 2 OF 3
~
PASSED BY THE COUNCIL OF THE CITY OF MERIDIAN, IDAHO, this! ¿ -day
of ~.JIr- , 2003. -
APPROVED BY THE MAYOR OF THE CITY OF MERIDIAN, IDAHO, this / Z 1£.
day of 1Jur.r -(-- , 2003. -
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Mayor Robert D. Corrie
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RESOLUTION FOR COMPUTER USAGE POLICY
FOR THE CITY OF MERIDIAN
PAGE 3 OF 3
CERTIFICATE OF CLERK
OF
THE CITY OF MERIDIAN
I, the undersigned, do hereby certify:
1. That I am the duly appointed and elected Clerk of the City of Meridian, a duly
incorporated City operating under the laws of the State ofIdaho, with its principal office at 33 East Idaho,
Meridian, Idaho.
2. That as the City Clerk of this City, I am the custodian of its records and minutes and do
hereby certify that on the 12~day of~..f- ,2003, the following action has been taken
and authorized.
A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF
MERIDIAN TO PROVIDE FOR FINDINGS AND TO ESTABLISH A COMPUTER
USAGE POLICY FOR THE CITY OF MERIDIAN; PROVIDING FOR THE
FOLLOWING: SYNOPSIS, OBJECTIVE, DEFINITIONS, COMPUTING PRIVACY,
SOFTWARE/HARDWARE, SERVER MAINTENANCE, COMPUTER ACCESS AND
SECURITY, BACK-UPS, REMOTE CONTROL, INVENTORY, PURCHASING,
INTERNET AND E-MAIL ACTIVITY, CONDITIONS TO AUTHORIZATION,
VIOLATIONS, NOTICE TO THE PUBLIC, WEBSITE LINKS POLICY, AND POLICY
UPDATES, AND A QUESTION AND ANSWER SECTION; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, the Mayor and Council have the authority [pursuant to LC. § 50-
302] to establish resolutions not inconsistent with the laws of the state ofIdaho as maybe
expedient, in addition to the special powers therein granted, to maintain the peace, good
government and welfare of the corporation and its trade, commerce and industry; and
WHEREAS, the computer systems owned and operated by the City of Meridian
are made available to City staff to improve efficiency, effectiveness and productivity by
improving employee abilities to do their jobs, and are intended for City business only; and
WHEREAS, the Computer Usage Policy shall incorporate definitions, regulate
computer activity during business hours, non-business hours, nights weekends and/or holidays,
and provide for periodical running of inventory on software; and
WHEREAS, the Computer Usage Policy shall regulate the installation of
hardware and software by Infonnation Technology staff or an authorized department
representative, workstation setup, and record keeping of authorized computer software; and
WHEREAS, Given the importance of computer servers it is necessary to restrict
the ability to install software, monitor and configure servers, and therefore the Computer Usage
Policy authorizes only IT personnel to install, monitor and configure servers owned and operated
by the City of Meridian; and
CERTIFICATE OF CLERK
PAGE 1 OF 3
WHEREAS, All employees shall be responsible for maintaining good security
practices with the City's computer systems, information systems and data, including their
passwords, and restrict usage of their own computers by other City employees; and
WHEREAS, the Computer Usage Policy provides for back-up schedules ofthe
server data to prevent the potential loss of critical data, and allocates responsibility for backing
up the local system, and provides that that no employee shall have remote control of another
user's computer; and
WHEREAS, the Computer Usage Policy provides for maintaining an accurate
computer inventory within all departments, and periodic audits of inventory records, along with
guidelines for purchasing computer software and hardware; and
WHEREAS, the Computer Usage Policy provides guidelines for the usage of
internet and e-mail activity for City employees, and that all users of the computer system and
networks, including Internet access, are responsible for complying with all local, state, federal
and international laws; and
WHEREAS, the Computer Usage Policy provides for disciplinary action against
for City employees who violate the policies concerning use of their computers, as well as other
officers, agents or representatives, within the City of Meridian who create any liability on behalf
of the City; and
WHEREAS, the Mayor and Council have deemed it expedient and in the best
interests of the City of Meridian to establish a Computer Usage Policy for the City of Meridian
to implement guidelines for the appropriate use of the computer systems for all City employees
for the City of Meridian.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY
COUNCIL OF THE CITY OF MERIDIAN, IDAHO as follows:
SECTION 1. Pursuant to Idaho Code §50-30l et seq., the Mayor and City Council
hereby adopt the City of Meridian Computer Usage Policy for the City of Meridian, a copy of
which is attached hereto and by this reference incorporated herein. A copy of this Resolution
and the attached City of Meridian Computer Usage Policy shall be held on file in the office of
the City Clerk.
SECTION 2: EFFECTIVE DATE. This Resolution shall be in full force and effect on
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CERTIFICATE OF CLERK
PAGE 2 OF 3
STATE OF IDAHO,
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County of Ada.
On this ~ day of AlÀ-O¡¡v.$~ ,2003, before me, <1~\.Dv(0Y\ SvvV-.tlr-..-
-' a Notary Public, appeared WILLIAM G. BERG. JR.,
known or identified to me, respectively, to be the City Clerk of the City of Meridian, Idaho, that executed
the said instrument, and acknowledged to me that he executed the same on behalf of the City of Meridian.
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Commission Expires: 1-2.'6-06
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CERTIFICATE OF CLERK
PAGE 3 OF 3
CITY OF MERIDIAN
COMPUTER USAGE POLICY
Adopted
$-/2-tJ3
Resolution # tl3 - 4-01
SYNOPSIS
Computer systems are provided to City employees with the purpose of improving the
employee's ability to do their job. Computer systems owned by the City are intended for
City business only. Computer systems are to be maintained by authorized personnel
only, which includes the installation of software and hardware. Servers are to be
maintained exclusively by Information Technology (IT) staff. Inappropriate use of
computer equipment may result in disciplinary action. Users of these systems should
avoid any activity using the computer systems that could result in a breech of security,
compromise the financial position or create a contingent liability against the City of
Meridian.
OBJECTIVE
It is the objective of the City of Meridian's Computer Usage policy to protect the integrity
and quality of the City's Information Systems. Computer systems owned and operated
within the City are made available to City staff to improve efficiency, effectiveness and
productivity. In order to maximize the stability and longevity of the City's computer
systems, it is necessary to implement guidelines for the appropriate use of the City of
Meridian computer systems.
DEFINITIONS
Administrator Privileges: In Windows 2000 & Windows XP administrator privileges are
the authorization to install software, configure networking, defragment hard-drives and
set-up printers. (Users who do not have administrative privileges are authorized to
configure their desktop, screensavers, background, create new files and e-mails, use
Computer Usage Poiicy
Page10f10
compression software (WinZip, PKZip) and set-up your favorites on the internet. In no
way is this list of authorized uses meant to be comprehensive.)
Authorized Department Representative: An individual who works either in your
department or physical location who has been authorized by Information Technology and
your department head to install software, printers and to provide first level computer
support. This individual is appointed by the department head and is responsible for
complying with all City Policies relating to the installation or hardware and software.
Network Configuration: The settings specific to your workstation that enable your
machine to access network servers, printers, shared file directories, Internet and e-mail.
Remote Control: Remote Control in the context of this policy means to take control or
another person's computer through the use of either VPN (Virtual Private Network)
software. Examples of VPN software are Microsoft Terminal Service, Citrix Metaframe,
PC Anywhere or Remote Admin. Remote control includes software that tunnels through
the Intemet and Dial-Up software.
Server: A computer that provides services such as software applications, files, printers or
networking services to other computers. Typically a machine running Windows NT
Server, Windows 2000 Server, Windows 2003 Server or Linux.
VPN: A virtual private network is one or more WAN links over a shared public network,
typically over the Internet or an IP backbone from a Network Service Provider (NSP) that
simulates the behavior of dedicated WAN links over leased lines.
Workstation: The machine at your desk that you use to access your e-mail, create
documents and access the Internet.
I. COMPUTING PRIVACY (Reference HR SOP 6.2.2)
A. Since computer systems are intended for City business, users of City owned
computer systems shall have no expectation of privacy or confidentiality in any
activity using City computers, equipment, networks, e-mail or internet. This
includes but is not limited to activities that occur during business hours, non-
business hours, on nights, weekends and/or holidays.
B. The City will periodically run inventory software that determines what software is
installed, that appropriate licenses have been purchased, and the configuration of
the hardware. This information is to ensure that the City has no license liability,
and that software and hardware configurations are best matched to a particular
users needs. This process may reveal installation of software that is not in
compliance with City policy.
Computer Usage Policy
Page 2 of 10
II. SOFTWARE J HARDWARE
A. All hardware and software, except those systems specifically excluded in this
policy, shall be installed by Information Technology staff or by an authorized
department representative.
1. The following computer systems are outside the scope of this policy and are
not the responsibility of City Infomnation Technology Staff. Departments who
use these systems are responsible for working with contractors to insure
proper maintenance. back up and oversight.
a. SCADA (Water & Sewer System Controls)
b. MAXI COM
c. SPILLMAN
d. HYDRA (Sewage Collection System Hydraulic Analysis)
e. EPANET (Water Distribution System Hydraulic Analysis)
f. GIS (Geographic Infomnation System)
B. Each workstation is configured at the time it is initially installed to work in our
complex networked environment. All software, network and printer access is
established when the workstation is setup. Users are not to change their system's
setup configuration. If you believe that your workstation's setup is configured
incorrectly, you should contact Information Technology staff for assistance.
C. Department managers or their assigned agent shall keep a record of authorized
computer software for all individuals within their department. The City will utilize
inventory software to maintain a current list of all software installed on City
computers.
III.
SERVER MAINTENANCE
A. Only IT personnel are authorized to install, monitor and configure servers owned
and operated by the City of Meridian. Non-Infomnation Technology employees
should not access Windows and Linux servers without first obtaining authorization,
or receiving instruction from the Information Technology Department. Servers are
the cornerstones of our networks and are responsible for maintaining our
databases, data files, passwords and user accounts. Given the importance of
these machines it is necessary to restrict access.
IV. COMPUTER ACCESS AND SECURITY (Reference HR SOP 6.2.2 & 6.2.3)
A. All employees of the City of Meridian are responsible for maintaining good security
practices with City computer systems, infomnation systems and data.
Computer Usage Policy
Page 3 of 10
B. Employees are responsible for safeguarding their passwords. Passwords should
not be stored online or given to any employee other than your supervisor or IT
personnel.
C. Users of City computers should not access or utilize another employee's
password.
D. Users should not modify, copy or delete files belonging to another user without first
obtaining permission from the owner of the file.
E. Users should not attempt to gain access to computer resources they are not
authorized to access. This includes the attempt to try and circumvent current
security controls.
1. In accordance with this objective, with the exception of those authorized
employees operating software as outlined in Section 2(A) 1 above,
individual employees will not have Administrative Privileges on their local
computer or the City network. This policy is necessary to reduce the
potential of viruses and non-business related software.
F. Password must be a minimum of six (6) characters in length and contain three (3)
of the four (4) following variables.
1. Capitalized alphabetic characters.
2. Lowercase alphabetic characters.
3. Numbers.
4. Special characters. i.e. (!@#$%^&*--=+-':;"'/?\I*)
G. Passwords must be changed every sixty (60) days and can not be any of the
previous five (5) passwords used.
V. BACK-UPS
A. Each department location within the City of Meridian is to perform daily back-ups
of server data. Completed back-ups are not to be stored onsite to reduce the
potential loss of critical data due to Terrorism, Acts of God or other Natural
disasters. It is recommended that the employee responsible for changing the back-
up tapes take home the previous day's back up tape. Monthly back-up tapes can
be sent to the Information Technology Department for long-term storage.
1. Back-up schedules will be based on the Grandfather I Father I Son rotation
schedule. Each location will use three sets of tapes. The three sets will
consist of four (4) daily tapes, four (4) weekly tapes and twelve (12) monthly
tapes.
Computer Usage Policy
Page 4 of 10
2. The daily back-up tape set will consist of a Monday, Tuesday, Wednesday
and Thursday tape. The weekly tape set will consist of a Week 1, Week 2,
Week 3, and Week 4 tape. The Monthly tape set will have a tape for each
month of the year. However, depending on your locations back-up needs
you can use a minimum of a six (6) tape monthly set. If you use a six tape
monthly set, rather than having a tape for each month of the year, you will
have a January/July, February/August, March/September, April/October,
May/November and a June/December tape.
B. In order to extend the life and operating condition of back up drives, each
department will on a weekly basis use a cleaning tape on the tape back-up drive.
Cleaning tapes will require replacement after approximately 50 uses. Each
department is responsible for replacing their back-up tapes after 100 uses or every
18 months.
C. It is the City's policy to back-up the server data, not individual workstations. If a
user decides not to store their data files on the server, they are responsible for
backing up their local system.
VI. REMOTE CONTROL
A. Users are not to remotely control another user's computer or allow anyone to
remotely control their computer system. The remote control of another computer
within the City of Meridian requires authorization from the Department Head and
Information Technology personnel.
VII. INVENTORY
A. Department managers are responsible for maintaining an accurate computer
inventory within their department. When Information Technology staff removes or
add computer equipment from a department, notice will be sent by IT staff making
the department and the Finance Department aware of this transfer. Tagging of
new equipment is the responsibility of each department.
B. The Information Technology staff will conduct periodic audits of inventory records
maintained by each department to insure their accuracy.
VIII. PURCHASING
A. In accordance with City purchasing policy, all computer software and hardware
acquisitions will be coordinated through the Information Technology Department of
the City of Meridian. By coordinating the purchasing of hardware and software,
the City can increase their buying power while maintaining consistency between
the different systems used throughout the City of Meridian.
Computer Usage Policy
Page 5 of 10
IX. INTERNET AND E-MAIL ACTIVITY (Reference HR SOP 6.2.3 & 6.2.4)
A. Use of City Internet and e-mail is for business purposes only. The City may restrict
Internet access to authorized employees as determined by each department.
B. Employees will not be held responsible for unsolicited e-mail received that
contains inappropriate material. The employee should immediately delete the e-
mail received and under no circumstance should the employee forvvard the e-mail
to anyone.
C. Internet accounts are to be used for City business only. Employees are not to use
City owned Internet accounts for home or personal use.
X. CONDITIONS TO AUTHORIZATION (Reference HR SOP 6.2.3 & 6.2.4)
A. All users of the computer systems and networks including Internet access are
responsible for complying with all Local, State, Federal and International laws.
B. An employee's authorization to use the computer systems within the City is
contingent on his or her continued compliance with the following conditions:
1. City computers, including Internet access, shall not be used to distribute,
display, view or store advertisements, solicitations, malicious code, political
material, pornography, or any other unauthorized materials.
2. Computers owned by the City of Meridian shall not be used to distribute,
display or store (bye-mail, instant messaging or use other electronic
communication such as bulletin boards, chat rooms) material that is
fraudulent, harassing, embarrassing, sexually explicit, profane, obscene,
intimidating, defamatory or othervvise inappropriate or illegal.
3. Unless expressly authorized to do so, employees are prohibited from
sending, transmitting, or othervvise distributing proprietary information, data
or other confidential information belonging to the City of Meridian.
4. Users are not to use City Computers or Internet . connections to play or
download games, view or download entertainment materials (including
pornography), visit sporting sites, look for jobs or employment, or to visit
gambling sites.
XI. VIOLATIONS
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Page 6 of 10
A. An employee's authorization to use the computer systems within the city is
contingent on their continued compliance with this policy.
B. An employee who knowingly violates this policy shall be subject to formal
disciplinary action up to and including termination from City employment. In
addition, employees who have violated this policy may have their computer access
suspended or permanently revoked.
C. Officers, employees, agents or representatives of the City of Meridian who
knowingly create any liability on behalf of the City, due to inappropriate use of the
network, e-mail, or internet shall agree to indemnify and hold the City harmless,
should it be necessary for the City to defend itself against such actions engaged in
by the user.
XII. NOTICE TO THE PUBLIC
A. Communication made through e-mail or any other form of electronic
communication shall in no way be deemed to constitute legal notice to the City or
any of its departments, officers, employees, agents, or representatives with
respect to any existing or potential claim or cause of action.
XIII. WEBSITE LINKS POLICY
A. The City of Meridian is limiting external links placed on our website to the following
kinds of entities and organizations.
1. The State of Idaho, the Federal Government or any other governmental
agency serving the residents of the Treasure Valley or other organizations
related to the function of a department.
2. Educational institutions serving the residents of the City of Meridian.
3. Public utilities that serve the City of Meridian (e.g., trash collection, Gas
Company, Power Company, etc.)
4. The City's Web site does not provide direct links to external sites that are
commercial or political in nature. The City's Web site is not intended to
function as a public forum. The provision of these links should not be
construed as an endorsement or sponsorship of these external Web sites,
their content or their hosts.
XIV. POLICY UPDATES
A. The City of Meridian reserves the right to add, delete and modify any and all
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parts of this policy as approved by the Mayor and City Council.
QUESTION (Q) & ANSWER (A) SECTION
Q.
A.
I received a copy of a demo software package and when I put the CD in
the drive it pops up with a dialog box asking me for a password to install
the software. When I put in my password it doesn't like it and tells me
that I do not have sufficient privileges to install this program, what
should I do?
In order to install software, you must have Administrator Privileges.
Since individual users are not given administrator privileges you will
need to contact the Infonmation Technology department or your
Authorized Department Representative who will help you install the
software.
Q.
After reading this policy I am really confused about what I am authorized
to change on my computer. I do not want to do anything that violates
City Policy, but I do not like the colors of my computers background and
would like to add my family picture to my desktop, is this ok?
A.
The policy does not preclude you from changing the background, adding
your family photo or even listening to a cd from your computer.
Q.
Occasionally I receive an e-mail from a friend that is not business
related is this ok?
A.
The best rule of thumb in this situation is to ask yourself a couple of
questions, by receiving this e-mail is it preventing me from doing my job
or interfering with my work, does it violate any of the other policies of the
city, could it be construed as harassing or obscene. The goal of the e-
mail policy is common sense. It is important to note that e-mails
received on city computers become the property of the city and fall
under the public infonmation rules of the state.
Q.
How do I get computer help?
A.
This is the order that should be followed; speak with your Authorized
Department Representative or Department Head to make them aware of
the problem. Next fill out the form on the web at
http://www.meridiancity.orgfitrequest.asp. You should be contacted
within 24 hours indicating that your request has been received and will
Computer Usage Policy
Page 8 of 10
be scheduled. Do not call the Information Technology department; only
department heads or the authorized department representative should
call to request support.
Q.
I came back from lunch and one of my coworkers was on my
workstation. I do not know what this individual was doing, but I am
concerned that they might have been doing something that violates this
policy and I am going to be blamed, what should I do?
A.
Contact your supervisor immediately and make them aware of the
situation.
To avoid this problem it is important that when you are not at your
workstation (pc) that you logoff of the computer or lock the computer.
To logoff of the pc, go to the start button and select logoff. If your
machine's operating system is Windows 2000 or Windows XP, you can
press CTL + AL T + DEL and then press enter and it will lock your
computer. This will prevent another user from accessing your pc while
you are away, unless they know your password. If you are running
Window 95, 98 or ME you must logoff of your machine.
Q.
Why do this policy and the HR SOP policy's say that you can monitor our
computer activities? Do you monitor everything we do?
A.
The City of Meridian has limited resources to provide services to the
citizens of our city. We have a fiduciary responsibility to maximize these
resources, which includes getting the most out of the equipment we
currently own. Typically the fewer programs that are installed and
running on your computer the more reliably your computer will run.
Currently the city does not monitor the activities of each individual user.
We own and use software that inventories each machine's hardware and
software and meters the use of the software programs on each
workstation, but this software does not tell us what you were using the
software to do. So if you are using Microsoft Word, we do not know if
you were using it to write a letter to a customer or to your mom. It only
lets us know that you had Microsoft Word open. It is not currently the
practice of the City of Meridian to secretly track your computer activities.
Q.
What does the policy mean when it says, "Users are not to attempt to
gain access to computer resources they are not authorized to access?
This includes the attempt to try and circumvent current security
controls."
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Page 9 of 10
A.
Q.
A.
A.
Due to the nature of computers, it is impossible to secure a computer
system against every possible weakness. Microsoft and other software
vendors are constantly releasing patches and fixes to resolve the latest
security hole. It is the practice of the city to implement security controls
to prevent users from accessing unauthorized resources and to secure
our networks from individuals outside of the City of Meridian.
As an authorized user of our networks, you are not to try and find
vulnerabilities to our system. In the case that you discover a weakness
in the security of our networks, you are to immediately inform your
department head and IT staff so that we can evaluate the risk of this
weakness and take the appropriate action.
Q.
What does it mean when it says authorization is "per incident"?
Per incident means your authorization to modify, add, delete or
configure any system settings that are identified in this policy are limited
to that single incident. Authorization does not continue in perpetuity, in
other words it expires once the original task is complete.
For example, employee A is beginning employment for your department
today. You meant to send a request to have this new employee set-up,
but you got busy and did not send notice to the IT Department to have
this employee added. Unfortunately due to scheduling conflicts, the IT
Department cannot get to this task for two days, which is too long to
wait. The IT Department instructs you on the steps to setup employee A
with a user account. Next week employee B is starting work and you
figure that instead of asking the IT Department to come over and setup
this user that you will add the new employee yourself. You figure that
you remember the steps that were given when you added employee A,
so why not save the IT Department the trip and add employee B
yourself. In this situation it would be a violation of this policy, because
your authorization was to add employee A not employee B.
At night when I go home am I required to shut down my computer and
turn off the monitor?
Although it is not required to shut down your PC, it is recommended. If
you do not want to shut down your computer, some of the newer
operating systems provide an option to hibemate which is also
acceptable.
It is important to note that even though you are not required to shut
down your PC, you are required to log off of the network.
Z:\Worl<\MlMeridianlMeridian 15360M\Resolutions City Hall\2003\Computer Usage Policy FINAL modified August 12 2003,doc
Computer Usage Policy
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