HomeMy WebLinkAboutResolution to adopt revisions to technology policies 20170103BOARD OF COUNTY COMMISSIONERS
COUNTY OF KITTITAS
STATE OF WASHINGTON
RESOLUTION
NO.: 2017‐______
TO ADOPT REVISIONS TO KITTITAS COUNTY TECHNOLOGY POLICIES
WHEREAS, Kittitas County has previously adopted a set of technology policies; and
WHEREAS, It is in the best interest of Kittitas County to regularly review and update policies
to align with current technology and county practices; and
WHEREAS, The technology policies have been reviewed and revised by the Kittitas County
Information Technology Committee with a recommendation to adopt said
revised policies; and
WHEREAS, The Kittitas County Board of County Commissioners wishes to clearly state the
amended technology policies of Kittitas County and to provide for distribution of
these policies to affected decision makers; and
NOW THEREFORE, BE IT RESOLVED that the Board of County Commissioners of Kittitas County,
Washington authorizes the adoption of the Kittitas County Technology Policies
that are attached hereto and incorporated herein by this reference.
ADOPTED this _____ day of _______________.
BOARD OF COUNTY COMMISSIONERS
KITTITAS COUNTY, WASHINGTON
______________________________________
Commissioner, Chair
Attest: ______________________________________
Clerk of the Board Commissioner, Vice Chair
________________________________ ______________________________________
Julie A. Kjorsvik Commissioner
MEMO
To: Board of County Commissioners
From: Jim Goeben, IT Director
Date: January 3, 2017
Subject: Recommended changes to Technology Policy 3 – Purchasing and Inventory of Technology
IT recommends a modification of Technology Policy 3 – Purchasing to incorporate changes made by the
commissioners to the computer rotation process with the implementation of the Computer
Replacement Internal Service (CRIS) fund. The IT Committee approved these changes on 12/13/2016
and recommends the board adopt the changes.
Below are the recommended changes.
3. Purchasing and Inventory of Technology
3.1 Summary
IT purchases and manages all inventoried technology.
3.2 References
1. CAMAS – Purchase Request
2. KCIT User Wiki – Software employees can install and update
3. Kittitas County Financial Policies
4. Technology Policy 1 - Enforcement
4.5.Technology Policy 6 – Personal Equipment
5.6.Technology Policy 7 - Data Management, Access, and Protection
6.7.Technology Policy 13 - Mobile Devices
3.3 Definitions
3.3.1 Computer
An electronic device for storing and processing data, e.g. desktop, laptop, and tablet computers,
3.3.2 Department software
Software that is used by one department or a limited number of departments (e.g. Esri,
GoToMyPC, and ArchiveSocial), or is an off-the-shelf license (e.g. Adobe Acrobat).
3.3.3 Enterprise software
Software that is used across all departments and a server software component (e.g. Microsoft
Office and Laserfiche).
3.3.4 Inventoried technology
Any hardware item installed in or connected to a computer or the county network that has a
value over $100 or would be considered small and attractive.
3.4 Policy
3.4.1 Purchasing
IT will purchase all inventoried technology assets (refer to definition above). Non-inventoried
technology purchases will be made by the department. Refer to section 3.4.3 Funding Source.
Examples of inventoried technology purchases made by IT are:
Computers, monitors, and software (see Kittitas County Financial Policies)
Internal computer components
Network devices, e.g., Wi-Fi access points, routers, switches
Printers/scanners
Uninterruptable Power Supplies (UPSs)
Minor computer software (<$5000)
GIS and GPS equipment
External drives (portable hard drives, CD/DVD, network attached storage)
USB devices (excluding flash drives)
Exceptions of department purchased equipment that should you are strongly encouraged to have
be reviewed by IT before purchasing (if the item connectsequipment will be connected to a
computer or the network):
Digital cCameras
Smartphones – see Technology Policy 13 - Mobile Devices
Copiers
Surveillance video cameras
Vendor supplied or required hardware
Capital computer software (>=$5000)
Audio/video equipment
See the KCIT User Wiki – Technology Recommendations for knowledgebase for pre-approved
technology.
Examples of non- inventoried technology purchases made by departments are:
Flash drives, device memory cards
CDs/DVDs
Keyboards and mice
Toner and printer supplies
Surge protectors
3.4.2 Standardized Computer Software and Hardware
IT defines designates standard computer software and hardware for commonly used applications
in order to ensure compatibility between computer systems and manage the provisioning of user
support. If non-standard software or hardware is needed, IT will work with the department to
select an appropriate solution.
You may not use non-standard software or hardware, including personally owned software or
hardware, on county computer systems without IT pre-approval. If IT approves installation of
non-standard software or hardware, the county IT shall not be responsible for its operation and/or
maintenance. You may not install personally owned software on county owned equipment (see
Technology Policy 6 – Personal Equipment). IT may remove any non-standard software and or
hardware that might compromise affects the operation of the userthe county network or any
county-owned computer or the network, or any unauthorized software or hardware discovered
during routine maintenance operations or monitoring. IT will notify the DH/EO prior to software
removal unless there is an immediate threat to the computer or network in which case the DH/EO
will be notified after the removal.
3.4.3 Funding Source
Desktop Licenses for department specific and enterprise computer software (e.g.
Microsoft Office, Adobe Acrobat, Esri, and Laserfiche)is are funded by the requesting
department.
Maintenance for department specific software (e.g. Esri, GoToMyPC, and
ArchiveSocial) is funded by the requesting department.
Maintenance for Enterprise enterprise computer software (e.g. Laserfiche, Microsoft
Office) may be funded by IT as directed approved by the BOCC.
Network hardware (everything to the computer) is funded by IT. If a purchase was not
budgeted, or is for the sole benefit of a non-general fund department, the department may
be asked to provide funding or the purchase may be postponed until budgeted.
Desktop hardware (including computers) is funded by the requesting department.
Computer replacement is funded by the department; however, computers initially
purchased by the general fund are funded by the computer replacement fund. Computer
and monitor additions to the county inventory (not replacing equipment on rotation) are
funded by the requesting department.
Computer and monitor replacement is funded by the Computer Replacement Internal
Service (CRIS) fund to which the general fund and non-general funds contribute
annually.
3.4.4 Servers
IT Director will only authorize the addition of a virtual server to the county network at the
request of the department’s DH/EO.
3.4.5 Computers and Monitors
Each user having a need for a computer will receive equipment appropriate to their duties. IT
will consult with users and DH/EOs to make this determination.
There will be one right-sized system per user, whenever possible.
Standard equipment combinations:
• Desktop computer with one monitor (or 2 depending on monitor size and need; additional
monitors may be rented if required), or
• Laptop computer with docking station and monitor, or
• Tablet computer with docking station and monitor
Non-standard equipment may be coordinated with the DH/EO and will be billed accordingly.
Additional equipment internal or external to the computer will be purchased by the DH/EO and
may be retained by the DH/EO. Examples include: mouse, keyboard, expansion card, and
external optical disk drive.
Only computers, monitors, and network equipment purchased by IT may be connected to the
network or a computer connected to the network. Departments/offices/others may not purchase
this equipment and connect it to the network or a computer connected to the network. Computers
and monitors provided to the county by a third party must be pre-coordinated through IT before
they may be connected to the county network or a computer connected to the network.
Each desktop computer will be equipped with one monitor. Funding for additional monitors and
its replacements will be provided by the department. Salvaged monitors may be provided at
DH/EO request and at the IT Director’s discretion.
3.4.6 Software
All software less than $5000 will be purchased by, stored in, and maintained by the IT
department. IT will ensure compliance with software copyrights and licenses. For more
information see KCIT User Wiki – Software employees can install and update.
3.4.7 Inventory
IT maintains the inventory of all computers, (e.g., servers, desktops, laptops, and tablets)
and monitors, regardless of the funding source, network hardware, and .enterprise
software.
Departments maintain the inventory of their department software.
As with all purchases made with county funds, the inventory is county property,
regardless of funding source.
The DH/EOs areis responsible for the custodianship of all technology residing within
their department and coordinating moves (locations, connections, and custodianship) with
IT.
Disposal/decommissioning of all inventoried technology must be coordinated with IT.
IT will ensure ALL data storage devices (including flash drives) are destroyed or erased
prior to disposal/disposition (see Technology Policy 7.4.9 Destroying and erasing media).
3.4.8 Computer and Monitor Replacement (rotation)
Rotation schedule:
• Computers – every 4 years
• Monitors – minimum of every 6 years
No equipment will be used after the rotation schedule unless authorized by the IT Director.
Shorter rotation schedules may be coordinated with the DH/EO and billed accordingly.
Departments are expected to use the equipment deployed to their staff for the entire rotation
schedule. If staffing levels or job duties change resulting in a change of equipment requirements,
IT will work with the DH/EO to make appropriate changes to the equipment.
When a computer or monitor is no longer needed by a department or has reached the end of its
life cycle, it must be returned to IT and become part of the CRIS inventory. The department shall
not be reimbursed from the CRIS fund for surplus value or unused replacement fees.
Grant funded and gifted equipment, unless required otherwise by contract, will have the same
rotation schedule applied to them. When they have reached their rotation schedule, the DH/EO
will replace the equipment with other grant funded or gifted equipment, purchase a replacement
which will become part of the CRIS inventory, or take the equipment out of service. All
equipment that reaches its rotation schedule will be released to IT and become part of the fund
inventory, or processed according to the grant.
Replacement of computers, monitors, and servers shall be coordinated with IT.
General fund – computers purchased with general funds will be replaced as determined
by IT.
Special revenue – rotation of non-general fund/special revenue computers will occur as
requested and funded by the department.
Grant and State funded computer replacement will not be rotated and need to be replaced
as a new computer purchase.
Regardless of the funding source, replaced computers will be disconnected from the network and
brought to IT where they will be processed and added to the salvage pool and repurposed or
surplussed at the discretion of IT. Grant funded computers will be processed as required by the
grant.
3.5 Responsibilities
3.5.1 Employees
1. Make all inventoried technology purchases through IT.
2. Protect any county resources in their custody.
3. Keep IT informed of any changes in inventory, including custodianship.
3.4.Communicate known requirements for equipment to their DH/EO and IT at the time of
rotation to ensure appropriate equipment is selected
3.5.2 IT
1. Make all inventoried technology purchases.
2. Maintain inventory of all inventoried technology.
3. Replace computers at the direction of the IT Director and return replaced computer to IT.
4. Notify DH/EOs of their department’s computer rotation.
MEMO
To: Board of County Commissioners
From: Jim Goeben, IT Director
Date: January 3, 2017
Subject: Proposed changes to Technology Policy 5 – Access
IT recommends a modification of Technology Policy 5 – Access to allow for longer times of VPN access
by vendors. The IT Committee approved these changes on 12/13/2016 and recommends the board
adopt the changes.
Below are the recommended changes.
5.4.3.2 Vendors
Vendors must complete a Confidential Information Agreement - Vendor Remote or On-Site
Support before access to their software will be provided. After a signed agreement is received, IT
will create a vendor account. Vendor accounts will remain disabled by default. Upon request by
a DH/EO/designee through a service request, IT will enable the vendor account for a temporary
session until 5:3011:59 pm the next business day unless a longer period of time is requested and
required to resolve the issue. A session may not exceed 3 calendar days unless IT is an active
participant in the project or the project is large in scope and approved by the IT Director or
designee. I; if longer time is needed an additional request must be made by a county employee
through a service request.
MEMO
To: Board of County Commissioners
From: Jim Goeben, IT Director
Date: January 3, 2017
Subject: Recommended changes to Technology Policy 8 – Email
IT recommends a modification of Technology Policy 8 – Email to reinforce email records management
requirements. The IT Committee approved these changes on 12/13/2016 and recommends the board
adopt the changes.
Below are the recommended changes.
8.4.2 Retention
Email retention is, like all other public record retention, based on content. DH/EOs are
responsible for setting their document management policies and following the document
retention schedule of the Secretary of State or setting their custom retention schedule.
Do not delete email from Outlook until the email has passed its retention requirement (see the
WA State Archives Local Government Records Retention Schedule), then delete it.
Email is a public record.
Public records must be kept in their original format until they have passed their retention
requirement. You may not print and delete email in lieu of retaining the digital email.
Records management (the storing and disposition of public records) is the responsibility of each
employee. IT is responsible only for maintaining the systems that store records.