Microcomputer Acquisition and Use

POLICY NUMBER: 113 PAGE NUMBER:
1 of 7
DEPARTMENT
OF
CORRECTION POLICY
MANUAL Subject:
Microcomputer Acquisition
and Use
Adopted: 03-16-90
Reformatted: 01-2001
C
O
P
Y
01.00.00. POLICY OF THE DEPARTMENT
It is the policy of the Board of Correction that the Department adopt guidelines for the
control and use of microcomputers in the operation of the Department. The acquisition of
such equipment must be consistent with the overall strategy for information management
and comply with guidelines of the State Department of Administration.
02.00.00. TABLE OF CONTENTS
01.00.00.POLICY OF THE DEPARTMENT
02.00.00.TABLE OF CONTENTS
03.00.00.REFERENCES
04.00.00.DEFINITIONS
05.00.00.PROCEDURE
05.01.00. Purpose
05.02.00. Management Responsibility
05.03.00. Microcomputer Coordination
05.04.00. User Responsibility
05.05.00. Microcomputer Software Development
05.06.00. Acquisition Approval
05.07.00. Software Integrity
05.08.00. Documentation
05.09.00. Maintenance and Repair
05.10.00. Integrity of Information
05.11.00. Interagency Connections
05.12.00. Policy Changes
03.00.00. REFERENCES
Standards for the Administration of Correctional Agencies, Standards 53 & 54.
Standards for Adult Correctional Institutions, Second Edition, January, l981, Standard
2-4l03.
POLICY NUMBER: 113 Subject: Microcomputer
Acquisition and Use
PAGE NUMBER:
2 of 7
C
O
P
Y
Standards for Adult Probation & Parole Field Services, Second Edition, Standard 2-3094.
Statewide Microcomputer Policy, Department of Administration, Information Resource
Management.
04.00.00. DEFINITIONS
Microcomputer - Any desktop, deskside, and/or portable (laptop) computer including
software and/or program packages; commercially or state developed.
05.00.00. PROCEDURE
05.01.00. Purpose
The purpose of this policy is to establish standards for the use and management of
microcomputers within the Department of Correction. Specifically, the policy attempts to:
Assure that the use of microcomputers is consistent with the overall strategy for
information management as outlined in the Department's overall Management Information
Systems plan and is coordinated with other applications of information technology;
Establish an appropriate policy structure for the justification, acquisition and use of
microcomputers;
Promote the identification of cost-effective opportunities for using microcomputers to
support the accomplishment of the mission and program objectives of the Department of
Correction;
Establish accountability for the acquisition and use of microcomputers, and;
Assure that the integrity and security of automated files, information systems, and program
operations are not jeopardized by the use of microcomputers.
05.02.00. Management Responsibility
Microcomputers are considered an agency resource. They may be assigned for the
exclusive use of an individual or unit within the Department, and such assignment may be
changed at any time as the needs of the Department change.
Daily management responsibility for the use of each microcomputer, as well as for the
security of data, equipment and software associated with that microcomputer is assigned
to the administrator/manager who is responsible for supervising the personnel who
regularly use the computer.
POLICY NUMBER: 113 Subject: Microcomputer
Acquisition and Use
PAGE NUMBER:
3 of 7
C
O
P
Y
The appropriate manager will certify to the Management Information Systems Steering
Committee, in conjunction with the acquisition of the microcomputer system, associated
equipment or software;
That the acquisition is justified in support of the accomplishment of the Department's goals
and objectives.
That the individuals using the system will be adequately trained in its use; and
That the information will be protected from unauthorized use or destruction.
The appropriate manager is responsible for taking action in the event of employee misuse
of microcomputers or failure to comply with this policy governing the use of such
computers.
The appropriate manager shall assure that backup procedures are carried out as
scheduled.
05.03.00. Microcomputer Coordination
Responsibility for microcomputer coordination and technical assistance has been assigned
to the Information Services Manager who will act as the Department's microcomputer
coordinator. Responsibilities for this individual include:
Assisting management and individual employees of the Department in the identification of
opportunities for employing microcomputers in the improvement of productivity;
Coordinating the creation and maintenance of inventories of the Department's
microcomputer equipment and software; to include:
Brief description of each item
Date of acquisition
Cost
Division, bureau, unit assigned to
Type of maintenance
Assisting in the justification of the microcomputer to the Management Information Systems
Steering Committee;
POLICY NUMBER: 113 Subject: Microcomputer
Acquisition and Use
PAGE NUMBER:
4 of 7
C
O
P
Y
Assisting in the specification and acquisition of agency microcomputers, and the
preparation and submission of the necessary documents related to those activities;
Informing agency microcomputer users of appropriate training and technical support
capabilities that are available to the Department;
Coordinating the provision of maintenance and repair services for the Department's
microcomputer products and related equipment;
Maintaining continuing liaison with the Management Information Systems Steering
Committee to ensure that implemented and proposed applications of microcomputers are
consistent with the Department's goals and objectives; and
Maintaining continuing liaison with the Office of Information Resource Management in the
Department of Administration through the State Microcomputer Coordinator to ensure
consistency and conformity with statewide information management goals and objectives.
Each administrator/manager shall designate an individual to be the site coordinator for
microcomputers to work with the Department's microcomputer coordinator.
05.04.00. User Responsibility
Users of microcomputers will comply with this policy governing the use of microcomputers
and related equipment and software.
Users are responsible for the security of data stored on their respective microcomputers,
to include at a minimum:
Monthly backup of all data and programs to ensure against the loss of data and programs
stored in microcomputers and microcomputer systems as a result of machine or power
failure.
Monthly clean up of files to purge information no longer required.
Off-site storage of data will be employed whenever possible.
Protection of confidential and sensitive information stored in the computer.
Users shall not utilize microcomputers for personal use.
Users shall not develop custom software unless the following provisions are met:
There is a documented need that purchased software does not exist; and
POLICY NUMBER: 113 Subject: Microcomputer
Acquisition and Use
PAGE NUMBER:
5 of 7
C
O
P
Y
The Management Information Systems Steering Committee has approved the
development; and
A determination has been made that it is consistent with the Department's goals and
objectives; and
Complete documentation will be maintained for the software and its operation to include
instructions relating to installation maintenance, use and care. Procedural documentation
shall be sufficient to allow productive use of the application in the absence of its primary
user.
05.05.00. Microcomputer Software Development
Commercially developed software packages, rather than department developed software,
will be used whenever possible. Exceptions shall be only in accordance with 05.04.04.
above. The Department recognizes that fully tested and documented software packages
are available for most functions and are usually much less costly than custom-developed
programs.
05.06.00. Acquisition Approval
Each request for acquisition of microcomputers, associated equipment, or software is
subject to review and approval of the Management Information Systems Steering
Committee with the recommendation of the Management Information Systems Manager.
Proposed microcomputer acquisitions that involve interconnection or integration with other
computer systems inside and/or outside the agency can have special and complex
requirements.
The Department's microcomputer coordinator is responsible to ensure connectivity,
standardization, and adequacy of other computer systems to accommodate the addition of
microcomputers.
The Department's microcomputer coordinator will work with Information Resource
Management in the Department of Administration in identifying and planning for special
system compatibility requirements associated with various area networking schemes.
05.07.00. Software Integrity
License agreements and copyright protection for software acquired and used by the
Department will be strictly adhered to.
POLICY NUMBER: 113 Subject: Microcomputer
Acquisition and Use
PAGE NUMBER:
6 of 7
C
O
P
Y
The administrator/manager shall be responsible for making all staff aware of the
restrictions, limitations, and agreements associated with proprietary software programs in
use by their respective divisions, and sub-units thereof.
The Department must assume responsibility for complying with license agreements and
copyright law as applicable.
05.08.00. Documentation
Complete documentation will be maintained for each microcomputer system.
Documentation shall include manuals relating to installation, maintenance, use, and care
for both equipment and software.
Each application that makes use of a proprietary software package will have procedural
documentation sufficient to allow productive use of the application in the absence of its
primary user.
05.09.00. Maintenance and Repair
The Department's microcomputer coordinator will make provisions for necessary routine
maintenance of microcomputers and associated equipment through a maintenance
contract, time-and-materials service, carry-in over-the-counter service or other established
method of equipment maintenance and repair.
It is the responsibility of the division using systems purchased outside of the Information
Services budget to budget necessary funds for system maintenance and to ensure
maintenance schedules are met.
Arrangements for appropriate repair to microcomputer equipment will be coordinated by
the division's/bureau's microcomputer coordinator in conjunction with the Department's
microcomputer coordinator.
05.10.00. Integrity of Information
Information contained in microcomputer systems is subject to the same degree of
management control and verification of accuracy that is provided for information in other
automated files.
Users of microcomputers systems are cautioned to treat the associated data files with the
same degree of care they would employ for files residing in any other system, automated
or manual.
POLICY NUMBER: 113 Subject: Microcomputer
Acquisition and Use
PAGE NUMBER:
7 of 7
C
O
P
Y
Data files downloaded to a microcomputer system from another system will adhere to the
requirements for information integrity and security that have been established for host data
files.
Whenever information from microcomputer files is to be employed in the development of
reports that are to be distributed outside the department or in official recording of fiscal or
personnel transactions, particular care will be taken to ensure that the data are complete
and accurate.
05.11.00. Interagency Connections
Electronic linkages, connections or networks with computer systems of other agencies will
be considered only after receiving written approval to do so by all agencies affected by the
interconnection.
Written approval will clearly outline and describe the restrictions, protocols, and other
parameters necessary to establish and utilize these connections.
Requests for this type of connection must be routed through the Management Information
Systems Steering Committee. If approved, the Department Microcomputer Coordinator
will act as the liaison with other agencies in the accomplishment of the connection.
05.12.00. Policy Changes
Changes to this policy shall be promptly reported to Information Resource Management in
the Department of Administration via a written amendment, or resubmission of the new
policy dated and signed by the Director.
_______________________________ _______________
Director, Department of Correction Date