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Puyallup, WA
City-owned Computer Hardware and Software Policy

1.0 PURPOSE:

The City of Puyallup provides and requires most employees to use data processing equipment. It is the policy of the City to implement cost effective automated information processing. The City maintains multiple computer systems connected throughout the City via Local Area Networks (LAN) and Wide Area Networks (WAN); connections are also in place between the City networks and the Pierce County networks. The City will use PC-based network hardware and software to the largest possible degree.

The IS Division is responsible for securing all of the City networks and computers against unauthorized access and abuse. All users are responsible for adhering to local, state, federal and international laws. Unlawful use of the network may result in disciplinary action and/or criminal action against the offender. All City-owned equipment is for the purpose of conducting City business and any other use may result in disciplinary action.

2.0 SCOPE OF INFORMATION SYSTEMS DIVISION:

The goal of the Information Systems (IS) Division is to keep the City's networks operational 24 hours a day, seven days a week.

The IS Division is responsible for the coordination of the installation and maintenance of all City-owned hardware and software and will ensure that any "outside connection" will not impact other City networks. All computers, computer software and peripheral equipment used within the City of Puyallup organization are the property of the City. The IS Division shall coordinate all equipment and software upgrades. The IS Division is responsible for access to all City LAN, WAN and internet connections.

The IS division will assist with all hardware and software installations as time permits. The primary responsibility of the IS division is to ensure that all networks and commonly used software (word processing, etc.) is available to the greatest number of users at all times. Secondary to this, IS is required to maintain all user workstations, throughout the City, in a timely manner.

The IS Division will implement and enforce administrative procedures to assure the internal security of computerized data and networks. The City has the right to access each and any computer at any time to monitor computer usage.

The City has the right to view, remove or disrupt the flow of any and all electronic mail passed through or maintained on the networks, and to access each and any computer at any time to monitor computer usage.

3.0 EQUIPMENT PURCHASE AND REPAIR:

Unless otherwise justified, the City’s standard microcomputer hardware configuration consists of an IBM compatible CPU. The CPU will be a generic (clone) PC purchased through, or with the full knowledge of, the IS Division. Once purchased by the City, the equipment becomes the property of the City Equipment Rental Fund and will be maintained and replaced by that fund. The Equipment Rental Fund manager will be responsible for the disposal of all microcomputer equipment and associated peripheral equipment at the end of the life cycle.

4.0 SOFTWARE:

Unless otherwise justified, software such as word processing, spreadsheets, and data base management will be standardized throughout the City. Though this may evolve over time, a standard suite of products will be maintained on, and used from, the existing networks.

Specialized software may reside on either the networks or on a local PC. This type of software may not be available over the WAN.

Software purchased for network use and distribution will be metered and controlled in such a way as to comply with all copyright and licensing agreements.

5.0 ELECTRONIC MAIL POLICY:

Electronic mail communications constitute public records and the City has the right to access or monitor messages for work-related purposes, security or to respond to a records request. Therefore, no assumption should be made as to privacy on the City’s electronic mail system.

The user of electronic mail will not send harassing, obscene or other threatening material; send messages selling personal items and services; solicit for non-City sponsored activities or distribute for and/or promote outside organizations.

6.0 INTERNET ACCESS:

The City of Puyallup will attempt to maintain a presence on the World Wide Web and allow City employees access to those areas of the internet that are useful to complete any City project. As with any other software, access to the internet is for City business and should be limited accordingly.

Software to control access to all web sites and news groups and to monitor user activity is used by the IS Division as directed by the City Manager. The resulting information is available to both the City Manager and supervisors.

7.0 USE OF CITY-OWNED EQUIPMENT AND SOFTWARE:

Under normal circumstances, City-owned hardware and software will not be used at employee’s homes. Permission for such use may be granted by the City Manager. The IS Division must be informed of such permission and the requester must sign an agreement (Appendix A: Home Use of City Computer Equipment). Such equipment may be loaded with software for communications, word processing, etc. by the IS Division.

The equipment must be returned to the IS Division when requested.

The IS Division may ask that the equipment be returned for inventory purposes or that the employee complete certain inventory steps for the IS Division.

City-owned software (other than any required communication software) will not be allowed on personally-owned computer equipment.

City funds will not be expended to purchase, upgrade or maintain personally-owned equipment.

8.0 UNAUTHORIZED USES OR ACTIVITIES OF CITY-OWNED HARDWARE AND SOFTWARE:

The use of equipment and service for commercial or personal purposes is prohibited.

All software or data developed on City-owned equipment will become the property of the City with any and all rights and compensations retained by the City. This applies regardless of the time period during which the product was developed.

It is inappropriate and prohibited to install or use any kind of personally-owned software on City-owned computers.

All "demo" software, or "shareware" software will be removed from the equipment upon the expiration of the set time period. If "shareware" software is determined to be of use to the City, it will be purchased and registered in a fashion determined by the software author.

9.0 INTERNAL SECURITY OF COMPUTERIZED DATA AND NETWORK:

The IS Division grants access as appropriate for each user. Each access will be based on the employee’s need and the network capacity.

Once an employee receives a user ID to access the network and computer systems on that network, they are responsible for all actions taken by that user ID. Since each user’s access is unique, it is not recommended that you share your user ID and password with another person. In the event that an employee shares a user ID and password, that employee will be equally responsible for the actions of the person using their ID.

Other than by the IS Division, deletion, examination, copying, or modification of files or data belonging to other users without their consent is prohibited. The IS Division will maintain network disk management by moving or removing data files that it judges to be unused or obsolete. This will be accomplished after ensuring that copies are available as backup and after informing the user of the action. Duplicate and ".BAK" files may be moved or removed without informing the user.

Any unauthorized or deliberate action that damages or disrupts a computer system, or causes it to malfunction is prohibited.

The use of systems or networks in the attempt to gain unauthorized access to remote systems is prohibited.

The copying of copyrighted materials, such as third-party software, without the express written permission of the owner or the proper license, is prohibited.

Intentional attempts to "crash" Network systems or programs are prohibited.

Willfully introducing a computer "virus" or other disruptive or destructive program into the City’s networks or into external networks is a punishable disciplinary offense.

The IS Division will be responsible for maintaining the security and reliability of all network servers and the data contained on them. This will be accomplished, at the discretion of the IS Division, with daily backups of all network servers. Such data will be secured in an area designed for protection from theft and fire, etc., and be removed from the physical backup area.

The employee will be responsible for the backup and security of data on their assigned workstation. As time and equipment are available the IS Division will, when requested by the user, attempt to backup workstation data.

THIS AGREEMENT dated this day of 19 , is entered into by and between the City of Puyallup, a municipal corporation, hereinafter referred to as "City", and , a City employee, hereinafter referred to as "Employee".

WITNESSETH:

I. EQUIPMENT

The City will provide the following computer equipment to the Employee for use at home:

Fixed Asset Number:____________________________________

Serial Number:_________________________________________

Type of Computer:______________________________________

Accessories (if applicable):________________________________

II. SOFTWARE

While working at home performing City functions, the Employee must conform to City software standards as established by the Information Systems Manager. Under most circumstances the Employee will be allowed to run a copy of the City's standard software on the computer equipment based on the City's __________________ Licensing Agreement. The Employee is responsible for contacting the Information Systems Manager to ensure the software the Employee uses conforms to the Licensing Agreement.

III. LOSS OF OR DAMAGE TO EQUIPMENT

The City will be responsible for the routine repair and maintenance of equipment provided by the City. Surge protectors must be used with any City owned computer made available to the Employee. The Employee shall be liable for any loss of or damage to computer equipment in the Employee's possession which occurs as a result of:

A. Intentional damage to the equipment;

B. A power surge if no surge protector is used.

The cost of replacement or repair necessary as a result of the foregoing causes will be at the prevailing rate as specified by the supplier of the computer equipment. The Employee's homeowner's or renter's insurance shall be the primary coverage for the computer equipment while the equipment is in the Employee's possession.

IV. DURATION OF AGREEMENT

This Agreement shall be effective upon execution of the Agreement by both parties. It is understood and agreed by the parties that this Agreement may be terminated by the City, at anytime, when in its sole discretion, the City demands the return of the equipment. The Employee is responsible for returning the equipment to City before any extended absence from City employment or upon termination from City employment.

CITY OF PUYALLUP EMPLOYEE

By:__________________________________
City Manager Employee

EQUIPMENT APPROVED FOR HOME USE:

By:___________________________________
Information Systems Manager

APPROVED AS TO FORM:

By:___________________________________
City Attorney