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Home My WebLink About2017-01-03-Res-001 Tech PolicyBOARD OF COUNTY COMMISSIONERS COUNTY OF KITIITAS STATE OF WASHINGTON RESOLUTION NO.: 2017 -00 I TO ADOPT REVISIONS TO KITTITAS COUNTY TECHNOLOGY POLICIES WHEREAS, WHEREAS, WHEREAS, WHEREAS, Kittitas County has previously adopted a set of technology policies; and It is in the best interest of Kittitas County to regularly review and update policies to align with current technology and county practices; and The technology policies have been reviewed and revised by the Kittitas County Information Technology-Committee with a recommendation to adopt said revised policies; and 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 ~~ay Ofd~1.L~ 11/ 17. , WASHINGTON C mmissl ner, Vice Chair ( ~ardf 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. CAMA -Purcha e Reque st 2. KCrr er Wiki -SoR:ware empl.owe 3. Ki'tt itas Co untY' -inanciaJ Poljcies 4. Technology Policy 1 -Enforcement 4 5 .Technolog y PoJicv 6 -P rsonal Eyujpmenl S ~6.Techn0 1 0gy Po li ey 7 -Dala Management, ACC:less. and Protection €r.7 Techno [og Policy 1.3 -Mobi le Devices 3.3 Definitions 3.3.1 ComputeJ' 3.3.2 Department software 3.3.3 Enterprise oftware Software that is used across all d parlmenls and a ncnl (e.g. Microsoll Office and Lasertiche). 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 Fnnding o w·cc . Examples of inventoried technology purchases made by IT are: • Computers, monitors, and software (see KilLil as ou ntv Fin an lal 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) • Digitfll cf:ameras • Smartphones -see Techno logy Poli cy 13 -Mobile Devices • Copiers • Surveillance video cameras • Vendor supplied or required hardware _-_Cap ital computer software (>=$5000) • A udio/video equ ipm ent See the KCTT User Wiki -Techn .t echno 1.0 g)I. 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 e~es-de. ignates standard co mputer software and hardware WI:.wffiffieAfy-tlsea-a f.tHeatffl.FP.1 in order to ensure compatibility between computer systems and man ae: Lh provisioning of user support. Tf non-standard software or hardware is needed, IT will work with the department to 'elecl a n appropriate s luti o ll. You may not use non-standard software or hardware,.-ifl-e+tt4ing f.lersenEl I ~ed se:ft~ h(lrch'fElre, on county computer systems without IT pre-approval. If IT approves installation of non-standard software or hardware, lfle..\;eHfltT!Lshall not be responsible for its operation and/or maintenance. You ma y IlDt instaij personal! o\vned s ftwa('e on co unty O'i ned equipment ( ee TC;:l,;hnulug _Poli~y 6 -Personal qllipl11en~). IT may remove any non-standard software afI:d.-or hardware that mi{!ht complomi e Affeots the operation of {~the c uotv network or any cou nt ~owl1ed·compute r-eF the neh"i'offi, or any unauthorized software or hardware discovered during routine maintenance operations or monitoring. IT will notifY the DHIEO prior to software removal unless there is an immediate threat to the computer or network in which case the DHIEO will be notified after the removal. 3.4.3 Funding Source .!.......--Ge5k:tefrLicenses for dcpal'lmcnL pec ifi c and !!n~ ('prl S C 1l1PI'Iter software (e.g. MicfOsoll OifLce. Adobe . robat. £S ri. 'and L erficheJffi~ funded by the requesting department. !.......--Mainlcmtnce (or department 'pecific 1'-' ru:e (e.e.. E. r i. GoToMyPC. an I I'chi C oe ia! is runded by the rcque lin g d epa rtment • MaintenanGc [or Effi ~Ase-ente~'prise c "mQuter software (e .g. Laser fiche. Mi cr ,oH Office) m ay be funded by IT as a.i:resl:el;\:!:!Qproved by the BOCC. • Network hardware (everything to the computer) is funded by IT. Ira purcha e wa 11 0£ b ud geted. or is '0 1' lhe s le t cnefil of a n o n-I!e nera l fund departmelll. the department rnn be asked to pro id\! fundil1g or the purchase m8V be po lpolled until budgeted. _. _Des kt Ol> hArd wj.'Ire (iA O ludi~~I*Hel~-ts:4i.tRdeEl-by the l~qu estii=t~G~~ar~ GeH"ll*'"~~eel4,ent is tlmEl~d b~' Ihe-4ef>Gflffie ut ; bowever, compl:lters in itially I*iI'CRasea-by toAe genersl. filFld are fuAele4-by EAe com '~~~ee+mffi£ 'timd. Computer and rn "nit r addili ol1 l the ';Oll lllV inv en tor y (m I replacing eq uipm ent 0 11 rota Li on) arc funded by the r gu estin g d epartm e nt. • IllPut cr and 111 on itor rep la cement i fund ed bv rh ompu lcr R\;p la c:e m enl T nl m al Serv ic e (eR IS) fund 10 which the gen "ra l fund and n()n~gcncral fll.ntl s annu~tJ l y. 3.4.4 Servers IT Director will only authorize the addition o f a virtual s erver to the county network at the request of the department 's DHIEO. 3.4.5 Computers and M onitors Each user having a need for a computer will receiv e equipment appropriate to their duties. IT will consult with users and DH/EOs to make this determination. Non-standard equipment may be coordinated with the 0 If ~O and will be billed accordingly. and each des ktop ce mpllEer will be eqt:lipped Wilh one rn o niter. FundiAg For additi ona.l monit ol's.anG its replaeements '.',Iill b~ro>Jid e El by the-det3E1l"lI1l9AL £a,lYaged monilors ma y be provid~ -Bl-IJBO reEJl~est and a·t the IT Director's disoret-ioo-:- 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 Ken User W iki -oflwar e employees can insta ll and update. 3.4.7 Inventory _. _IT maintains the inventory of all computers,,--(e.g. st}n 'ers deslELopS l at*e~d laalets) aH4-monitor~I'EI~~tke-R-l+'1d-illg S()l±Fee, nctworl hard,. arc, and -:enterpriso software. • D panmcnts mainta i n the inventory flheir depnrlment soft ",nre . • As ·wit:fl-a4.l-tltii~es mll dB VA In ooul'I l)' fund:; the iRvefltory is eourH~ rega rdle!;s of funding 50UF(;e:- • +&e-DHlEO§. arcf5 responsible for the custodianship of all technology residing within their department and coordinating moves (i oeation. , 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 Techn o logy PoJi 7.4.9 D estroyin n.and e rasi n g m e d ia). 3.4.8 Computer and Mo nitor Replacement (rotation) Rotation schedule: Computers -every 4 years Monitors -minimum of everY 6 years No eq ui pmen l will he used after the rotation l;bedule unless aUlhorized bv the IT D irector. Shorter rotation c hedu le may be coordinated with the DB/EO and bille d accordin g ly. ~aeemeAt 0 r eompaters, l~oAi~ors and _ eF"el'S ~iAa ll be eoordin8teti with JT. eflef6~---eefI't~aters purehasee 'Nith general 'Illilds wiU-be rep laeed as determined ~ • Speeffil re¥enue rotation ef n 11 genera l fundfsliteete ~le-e&fR('JliIteFs 'Ni 11 occur as Fet!~leswd and fu nded by [he depar£1l1BAt: ----<*&I'Io£--ii.Ad S late-A:lfl&eEl-eeR'lfll:/tef-Fet=t+aeemeAf-wi-!'\-H*1 e-ro£a~ed a IlHe~e-rep la ced 6S-tHI~1:tfC..ftase:. Regafsles ~A6+ng-5etAt·ae;-t~J7k\~R'I-~lilers will be dj5%Afleetee-fN~AelWet4i--AAd ef~Jltllo iT WAeaHHe:y-wtJ.l....ik..~'eSse4-aR€i-~fle-5~~AEk~e 6-ef ~IHss&J AHktHjisei:eHo~lT. G1"i~At fi,1i)~ed cO~l:Irers will bei3roce:ssed as reql1ireel by Ih ~ 3.5 Responsibilities 3.5.1 Employees 1. Make all inventoried technology purchases through IT. 2. Protect any county resources in their custody. LKeep IT informed of any changes in inventory, including custodianship. 3 4.omrmmi at· \'tim:vn requirem en ' lo r >qu i pmenL l o their OH/EO anu I rotation to e nsure npprop!'i, re equ ipm ent 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 ofthe IT Director and return replaced computer to IT. 4. NotifY DHIEOs 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 DHIEO/designee through a service request, IT will enable the vendor account for a temporary session until ~ I J : ~ 9 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 day unles IT is an active pal'li ipanl in lh proie~l or the project is large in scope and approved bv the IT Director or desjgnee. 1-:-+f1onger 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 relention i-s.H~a-I+el:~*",*,hli c record reluntion bas~A.f.:-9H IEOs are t'e5fl9fl5i.&HHe~g their dO e l:Ht\ettl:-ltlaAtlb~l polioies af~d tel1ewing (he d OG ument relenti o li SG h e.alll~he Sacret-&l:y-ef-Sta£e. or se lling4fleir cuslOIl'l refeH.l.if)l~ sc hedl'lle-: Do not delete email from Out! k unlil [h~ ernail ha. pas:ed it re~enti n requirement (. e the W A State Archives Local Government Record Retention Schedule). then delete it. Email i. n publi c record. Public record s mu L be kept in their origina l fo rm al unlillhe , nl.ion req uir eme l1 t You may not print and delete emaiI in lieu of retaining dlC djgjt.~1 ernail. Reco rd management (the , lorin!! an.d dlspo ition of public record) is the responsibility f each cmpleyec. iHe-s pollsibl e only foJ' mainla ining the tern s that store records.