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  <br />Kittitas County Information Technology | 205 W 5th AVE STE 13 | Ellensburg WA 98926 | 509‐962‐7510 | http://www.co.kittitas.wa.us  <br />MEMO  <br />To:  Board of County Commissioners  <br />From:  Jim Goeben, IT Director  <br />Date:  August 22, 2017  <br />Subject:  Proposed changes to Technology Policy 4.4.6.1  <br />The IT Committee as reviewed Technology Policy 4.4.6.1 High Risk Terminations to account for legal  <br />holds of electronic records and requests the board approve the following policy changes to adjust for IT  <br />procedures approved by the Prosecuting Attorney.  <br />4.4.6.1 High risk terminations <br />Employees terminated for cause will be considered high risk. Other terminations may also be <br />classified a high risk termination at the discretion of the DH/EO/ designee, HR Director, or <br />Commissioner. In the event of a high risk termination, the DH/EO/designee, HR Director, or <br />Commissioner notify IT as soon as possible pre-termination of the time of termination in order to <br />coordinate IT disabling will coordinate with IT to disable the employee’s network account at the <br />time of termination, and to collect any records to be placed on legal hold. Employees whose <br />termination is considered high risk may not be allowed to access any county computer or mobile <br />storage device after they are terminated. <br />If records are to be placed on legal hold, the DH/EO/designee will: <br />1. Identify all devices that could contain records subject to the legal hold <br />a. Computers (desktops, laptops, tablets, etc) <br />b. Mobile storage devices (USB drives, CD/DVDs, etc) <br />c. Smartphones <br />2. Turn off identified devices; once turned off do not allow the devices to be turned on prior <br />to IT taking possession <br />3. Ensure the employee does not have access to the identified devices; the employee should <br />not have personal files on county devices, but should they have, the DH/EO/designee will <br />have access to them a few days after termination and can forward them to the employee <br />4. Notify IT of all electronic records to be placed on legal hold; including <br />a. Employee(s) affected <br />b. Equipment affected (asset tags) <br />c. Lead Deputy Prosecuting Attorney involved <br />5. Give IT identified devices <br />IT will follow its internal procedures for legal holds.