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Home My WebLink About2017-04-24-minutes-it-study-sessionCOMMISSIONERS' MINUTES KITTITAS COUNTY, WASHINGTON BOCC CONFERENCE ROOM REGULAR MEETING – IT STUDY SESSION Monday 4:00 PM April 24, 2017 Board members present: Chair Paul Jewell, Vice-Chair Laura Osiadacz, Commissioner Obie O'Brien Others: Jim Goeben, IT Director Regular Meeting Commissioners Call to Order: 4:00 PM Records Management Committee Recommendation on Employee Training Mr. Goeben told the board the Records Management Committee created an electronic records management handbook. He presented the committee’s recommendation that the Prosecuting Attorney’s Office and the Records Management Committee together provide training to all staff using the handbook as a reference and that the training be required for all employees. Board direction: Board approved the plan to provide required training and asked the committee to 1) create a schedule for retraining, 2) have the employee sign a training acknowledgement form, and 3) put the signed form in their employment file. Records Management Committee Recommendation on Designating Records Officers Mr. Goeben presented to the board the Records Management Committee’s recommendation that each department head and elected official designate a Records Officer in order to identify the person having the responsibilities defined in the RCW 40.14.040, in addition to the Public Records Officer defined in RCW 42.56.580. The committee further recommended these may be the same person or multiple people, at least one person with the Records Officer responsibilities, or a designee, shall attend the Records Management Committee meetings, and at least one person with the Public Records Officer responsibilities should attend the meetings. Board direction: The board asked Mr. Goeben to get Management Team input and, if they have no concerns, place the resolution on an agenda as a consent item. Updates to Technology Policies The IT Committee recommended the Board approve updates to Technology Policy 7 - Data Management, Access, and Protection, section 7.4.1 Stored electronic records, and Technology Policy 8 - Email, section 4.3 Access, to provide department heads, elected officials, and their designees access to all county records created and received by their department/office, without requiring completion of the Request for Access to Network Records form. The form will continue to be required for inter- departmental access to county records. Board direction: The board approved the changes as presented. Auditorium Audio Mixer Purchase Commissioner O’Brien had previously asked IT to look into options to be able to use more than 4 microphones in the board’s auditorium. IT investigated and Mr. Goeben presented 3 options for the board’s consideration: 1. New 8 port mixer - only supported mixer with FTR is the Antex DMX-88 ~$2500. Could buy a new mixer not listed as compatible with FTR ~$500, and use AVCA for court proceedings that happen in BOCC auditorium. New mixer still may work with FTR but it is not known until installed. 2. Double the 4 port mixer ~$1500 to expand the 4 port we have. We would have to use one input to combine the two mixers losing a port to the connection, providing 7 microphones. 3. Add more mic splitters ~$100 dollars for 3 more. This option increases to possible points of failure but is the least expensive. Board direction: The board approved option 3. Other business Mr. Goeben updated the board: • Security Training Update 72% of employees has completed the training. IT received a lot of feedback that the training was informative and appreciated. • MAN charges for WA State Sales Tax Mr. Goeben received a notice from the City of Ellensburg they have not been collecting sales tax on the Metropolitan Area Network (MAN). The city will be invoicing the county $8,172.19 for 2015-2017 taxes. Sales tax will be included in 2018 and future invoices. Adjourned: 11:40 AM KITTITAS COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON _______________________________________ _____________________________________ Jim Goeben, IT Director Paul Jewell, Chair MEMO To: Board of County Commissioners From: Jim Goeben, IT Director Date: April 24, 2017 Subject: Proposed changes to Technology Policy 7.4.1 Stored electronic records The IT Committee recommends changing Technology Policy 7.4.1 Stored electronic records to provide department heads, elected officials, and their designees access to public records created and received by their department/office, without requiring completion of the Request for Access to Network Records form. Below is a DRAFT of the proposed changes recommended by IT and the IT Committee. 7.4.1 Stored electronic records All electronic records will be stored in a network storage locationfile share where they will be backed up and protected. IT is not responsible for data not stored on the a network file share. If working on an electronic record not stored on a network file serverfile share (such as on a laptop or a copy of a record stored on the network), the most recentupdated version must be added to the servera network file share at the earliest opportunity. Personal files (not county business) may not be stored on county network storage locationsfile shares or county equipment. IT is not responsible for any personal files, such as photos or music, stored on county equipment, and . any files stored on local or removable storage. 7.4.1.1 G drive – Department County eElectronic records that are departmentally accessible will be stored on the department’s network storage locationfile share (G drive). All department personnel have full read/write access to the department drive unless a change is requested by the DH/EO. 7.4.1.2 H drive – SecureEmployee Secure Employee’s electronic records will may be stored in the employee’s secure network storage locationfile share (H drive). Department heads/designees will have access to all electronic records of their department personnel, and elected officials/designees will have access to all electronic records of their office personnel, without additional notice to the employee. Only the employee has access to their secure drive; however, as with all documents, these documents are subject to public disclosure and may be accessed by the employee’s DH/EO or IT staff as directed by the CAMAS – Request for Access to Network Records form or court order. All employees will have an H drive unless a change is requested by the DH/EO. 7.4.1.3 T drive – Teams County eElectronic records to be shared with other departments will be stored in the teams’ network storage locationfile share (T drive). IT will create the folder and set permissions before files may be added. 7.4.4.2 Request for access Prior to granting an employee access to any electronic records current employee’s dataof another department/office, including email and data regarding the an employee’s network and internet Internet usage, the CAMAS – Request for Access to Network Records form must be completed. MEMO To: Board of County Commissioners From: Jim Goeben, IT Director Date: April 24, 2017 Subject: Proposed changes to Technology Policy 8 Email, 4.3 Access The IT Committee recommends changing Technology Policy 8 Email, 4.3 Access to provide department heads, elected officials, and their designees access to public records created and received by their department/office, without requiring completion of the Request for Access to Network Records form. Below is a DRAFT of the proposed change recommended by IT and the IT Committee. 8.4.3 Access County email is the property of Kittitas County. Kittitas County reserves the right to access any county email for any and all purposes including but not limited to public disclosure, investigations, and auditing. See Technology Policy 7 - Data Management, Access, and Protection. Department heads/designees will have access to all electronic records of their department personnel, and elected officials/designees will have access to all electronic records of their office personnel, without additional notice to the employee. 8.4.3.1 No expectation of privacy Employee shall have no expectation of privacy for materials viewed or stored on county-owned devices, systems, computers, or servers.