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HomeMy WebLinkAbout2018-05-29-minutes-it-study-session2018‐05‐29 MINUTES  1  INFORMATION TECHNOLOGY  COMMISSIONERS’ MINUTES  KITTITAS COUNTY, WASHINGTON  COMMISSIONERS’ CONFERENCE ROOM  REGULAR MEETING    TUESDAY  11:00 AM  MAY 29, 2018  Board members present: Chair Laura Osiadacz and Vice‐Chair Obie O'Brien    Board members absent: Commissioner Paul Jewell    Others: IT Director Jim Goeben      REGULAR MEETING    INFORMATION TECHNOLOGY  Meeting called to order at 11:00 AM.    SMARTGOV IMPLEMENTATION  Mr. Goeben provided an update of the SMARTGOV implementation:  the public portal is live, the  previous software was turned off and will be decommissioned July 1, 2018, and IT will be working with  the vendor on June 1, 2018 to begin connecting Laserfiche to SMARTGOV.    POLICY – WEBSITE REVIEW CYCLE  The board modified Technology Policy 11 ‐ Websites changing reviews from semi‐annual to annual.    POLICY – VIDEO MONITORING SYSTEMS  The board adopted Technology Policy 15 ‐ Video Monitoring Systems with an edit to require Security  Committee review/recommendation and board approval.    EMAIL ORGANIZATION PLANS  The board reviewed submitted department/office email organization plans and will contact  departments/offices with questions.    EMAIL DISTRIBUTION LISTS  The board had no concerns restricting internal email distribution lists to internal senders.     Meeting adjourned at 11:40 AM.      KITTITAS COUNTY COMMISSIONERS  INFORMATION TECHNOLOGY DIRECTOR  KITTITAS COUNTY, WASHINGTON       _______________________________________    _______________________________________    Jim Goeben, IT Director  Laura Osiadacz, Chair  MEMO  To:  Board of County Commissioners  From:  Jim Goeben, IT Director  Date:  May 29, 2018  Subject:  Proposed changes to Technology Policy 11 – Websites  In its April 23rd regular meeting with IT, the board asked for draft policy changes setting the website  review cycle to annual. The following changes are offered for your consideration.    Technology Policy 11 - Websites Kittitas County Technology Policy Manual 11.4.6.1 Semiannual Annual review An semiannual review of a department’s web sites must be conducted by the DH/EO to ensure accuracy, completeness, and awareness of content. See KCIT User Wiki – Web Site Review by DH/EOs (including SiteCheck). The DH/EO must complete the review within 30 days of notice. The Lower District, Upper District, and Superior Court Administrators and the Clerk of the Board of County Commissioners may perform the review on behalf of their elected officials. MEMO  To:  Board of County Commissioners  From:  Jim Goeben, IT Director  Date:  May 29, 2018  Subject:  Proposed new Technology Policy 15 ‐ Video Monitoring Systems  At its April 12, 2018 retreat the Security Committee requested IT draft a policy for the use of video  monitoring equipment. The following draft was reviewed by the Security Committee and the IT  Committee, and is offered for your consideration.    Kittitas County Technology Policy Manual 15. Video Monitoring Systems 15.1 Summary This policy sets requirements for non-recording video monitoring systems used by Kittitas County offices and departments. It does not cover the courthouse security video surveillance system. The primary purpose of these video monitoring systems is to assist with safety of employees and security of facilities by providing views of obscured areas. 15.2 References 1. RCW 9.73.030(1) Intercepting, recording, or divulging private communication—Consent required—Exceptions. 15.3 Definitions 15.3.1 Video monitoring camera A mounted video camera used to view county facilities and/or people in county facilities, primarily for security purposes. 15.3.2 Video monitor The display used to view video monitoring camera images for safety and security purposes. 15.4 Policy 15.4.1 Authorization The county’s Security Committee must pre-approve requests for video monitoring systems. Kittitas County reserves the right to install monitoring cameras in work areas for safety and security purposes. 15.4.2 Recording Monitoring system shall not record audio or video. 15.4.3 Typical use Doors through which employees cannot see create a security and safety risk. Video monitoring cameras are generally placed on the public side of such doors, and video monitors just inside those doors. 15.4.4 Restricted use Video monitoring cameras shall not be used in non-public areas or hidden from public view. Video monitoring equipment covered in this policy shall not connect to the county network. The state of Washington prohibits the recording of conversations or meetings unless the consent of all parties involved is obtained. As such, recordings without permission of the employer are prohibited in all county locations. RCW 9.73.030(1) 15.4.5 System purchase and management The IT department is responsible for recommending and purchasing equipment. IT will configure and support only equipment it recommends and purchases. The department/office is responsible for funding the purchase, installation materials needed by Maintenance, and replacement of video monitoring equipment. 15.4.6 No expectation of privacy Employee shall have no expectation of privacy in public areas of the courthouse. 15.5 Responsibilities 15.5.1 DH/EO/designee Department Heads, Elected Officials, and their Designees shall: 1. Obtain approval from the Security Committee prior to requesting purchase and installation of video monitoring equipment. 2. Fund video monitoring equipment. 3. Submit a purchase request to have IT purchase the equipment. 15.5.2 Employees 1. Employees should contact their supervisor or HR if they have questions about this policy. 15.5.3 Information Technology 1. Specify standard equipment. 2. Purchase, configure, and maintain IT recommended and purchased equipment.