I. AUTHORITY

This policy is issued under authority granted to the Chief Probation Officer.

II. PURPOSE

The purpose is to establish a policy for management of Automation Services and acquisition and proper use of hardware and software equipment in the Probation Department.

III. APPLICABILITY

This policy applies to all Probation staff that use hardware/software and handheld equipment.

IV. BACKGROUND

COUNTY INFORMATION TECHNOLOGY (IT) SECURITY POLICIES

The Countywide Information Security Program (ISP) applies to all County Departments. Probation employees must read and sign the Acceptable Use Policy once a year; also Probation employees must read all other County Security Policies available through the County Intranet site: http://myslo.intra/ITD/IT_Governance/Security/infosecuritypolicies.htm

 

B.      AUTOMATION SERVICE REQUEST

          Probation employees are to email [email protected] when requesting the

          following services:

• Hardware/Software purchases, installations, upgrades
• Software problem solving for the systems listed on Appendix A-1
• Password set-up and reset of the systems stated on Appendix A-1
• Database development and maintenance
• Files and Folders security changes
• Internet and Intranet web site content addition, maintenance and deletion
• For Word Template creation, modification and deletions (see Appendix A-2)

   

            Emergency Requests:

            Emergency: is defined as not being able to use your computer and as a result hinders the ability to perform your job duties. The DAS will be notified by the employee in person or by phone of the emergency. The DAS will work to correct the problem as quickly as possible.

   

  C.      AUTOMATION SERVICE CALL RESPONSE TIME

            The response time could be up to 5 days from the date of request unless the service request is classified as an emergency. 

   

  D.      MOVEMENT OF COMPUTER EQUIPMENT

  When an employee changes positions within the agency, they shall notify the DAS at least 7 days in advance via email to [email protected] with exception due to an emergency. The employee shall take his/her computer, local printer and local scanner with the new position unless this workstation is shared by more than one user. 

   

  E.       INSTALLATION OF NEW SOFTWARE

  Due to the security threat to computers and the possible adverse effects to the Probation Department and the County at large, the downloading and installation of software outside of the standard applications used by the Probation Department are not permitted without prior authorization from the DAS via CAWR e-form or email to [email protected] or telephoning 781-1066.

   

  F.       CHANGING SOFTWARE SETTINGS

  Probation employees are not allowed to change default software settings without prior written authorization of the DAS via CAWR request e-form or email to [email protected].

   

  G.      NOTIFICATION TO EMPLOYEES OF AUTOMATION SERVICES COMPLETED

  The DAS will notify the employee of services completed, via email or written notice, if the employee is not available at his/her desk.

   

  H.      RE-SCHEDULING OF AUTOMATION SERVICES

  It is the responsibility of the employee to reschedule service of their computer equipment if for any reason they do not have the time to allow the DAS to service it.

   

  I.       SAVE ALL PROBATION DATA FILES ON THE NETWORK

  All data files are to be saved on a network drive for easy backup restore. No files should be saved on the computer local drive C: unless network access is unavailable. The files saved on the local drive C: temporarily have to be moved to the network drive when the network is available.  

   

  J.       NEW EMPLOYEE COMPUTER TRAINING

  The employee supervisor is responsible for contacting the DAS via CAWR e-form, to schedule basic computer training for a new employee. The basic training program may include the following subjects:

• How to access email through the browser
• Overview of server file structure
• System security

   

  K.      NEW IT PROJECTS & SOFTWARE DEVELOPMENT INCLUDING DATABASES

  If a Probation employee needs a new system/software development and the employee’s Manager has approved such need, the employee must e-mail their request to the DAS via CAWR e-form or email to [email protected]. The DAS will analyze the system requirements and see if the information requested can be obtained from one of our current Probation systems.

   

  If not, then the DAS will create the new system/software or will request the assistance of ITD to work on this new project. The DAS shall be involved in every project regarding IT to be able to provide service and maintenance when required.

   

  L.      PERSONAL COMPUTER EQUIPMENT & ACCESSORIES

  Probation employees are not authorized to connect their personal laptops, desktops, smartphones or printers to the County network without prior written authorization from the Chief Probation Officer.

   

  M.     PROCUREMENT AND PURCHASE OF COMPUTER EQUIPMENT AND PERIPHERALS

1. Computer equipment procurement and purchase is the responsibility of the Probation DAS. Probation employees need to coordinate their new computer equipment and peripheral requests through the DAS.

 

N.      MOVEMENT OF COMPUTER EQUIPMENT

1. When there is a need to move multiple pieces of computer equipment in one day, except due to emergencies, it will be necessary for the users to label their computer equipment (monitor, CPU, keyboard, mouse) with their name for easier and faster movement and reconnection.
2. The users are allowed to move their own equipment if necessary but must notify the DAS via CAWR e-form or email to [email protected] so the DAS can keep track of the Inventory.

O.      INSTALLATION OF UNAUTHORIZED SOFTWARE

 

If the DAS notices unauthorized software installed on a computer when responding for a service call, during PC maintenance or based on the IT Inventory software scanned data, the following steps will be taken:

 

1.   Print screen of non-County software files

2.   Notify the employee’s Chief Deputy Probation Officer or designee

3.   Delete software

 

P.      MS WORD TEMPLATES

Contact [email protected] for Word Template creation, modification or deletion that are not in Monitor.net

V. GENERAL POLICY

VI. EXCLUSIVITY

This policy will remain in effect until superseded or suspended in writing and can be reviewed as needed.