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COMPUTER A-290. FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: COMPUTER SOFTWARE SECURITY NO: A-290 FILE: COMPUTER EFFECTIVE DATE: 05-05-95 REVISED: 07-01-99, 09-01-00, 08-01-03 AUTHORITY: Sheriff M. Mims APPROVED BY: Captain J. Flores REFERENCE: Sheriffs Department, County of Fresno Policy and Procedure Manual Section 602(III) and Penal Code Sections 502, 11105, 11142, 13301, 13302 and 13303. PURPOSE: The purpose of this policy is to establish and maintain the proper and legal use of computers and computer software in all Fresno County Sheriffs Department Detention Bureau facilities. POLICY: It is the policy of the Fresno County Sheriffs Department Detention Bureau that confidential information contained in and accessed via the CMS system shall not be disseminated, nor shall any data be maliciously accessed, altered, deleted, damaged or destroyed. It is the policy of the Fresno County Sheriffs Department Detention Bureau that only software authorized, purchased and installed by the Fresno County Sheriff's Department Information Technology Unit, or their designee, shall be utilized in County computers. PROCEDURES: I. DEFINITIONS ACCESS: means to gain entry to, instruct, or communicate with the logical, arithmetical or memory function resources of a computer, computer system, or computer network. LOCAL: is used to describe software data stored on drives which are local to that PC and which are accessible from only that PC. NON-LOCAL: is used to describe software stored on drives at the file Page 1 of 6 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: COMPUTER SOFTWARE SECURITY NO: A-290 FILE: COMPUTER server and which are accessible by multiple PC's via the Local Area Network. SOFTWARE: means a set of instructions or statements, and related data, that when executed in actual or modified form, cause a computer, computer system, or computer networkto perform specified functions; any executable program and associated files. SUPPORTING DOCUMENTATION: includes, but is not limited to, all information, in any form, pertaining to the design, construction, classification, implementation, use or modification of a computer and its programs, which information is not generally available to the public and is necessary for the operation of the computer. USER-ID: an abbreviation for user identification and refers to a string of characters (either letters, numbers or a combination) used to identify a specific computer user. User-id is synonymous with the terms logon-id and sign-on, which may be used for specific computer- based systems. II. LOGON/LOGOFF Each employee shall be assigned a Department-issued computer number and password. The number and password will be used when accessing the CMS system. Each employee shall be responsible: A. To exercise discretion in protecting their passwords. Any passwords an employee may have is to be treated as "confidential" information and not to be disclosed to other individuals. 1. No employee is allowed to "grant" another individual use of their user-id. 2. Supervisors cannot mandate that an employee share their user-id with another. 3. Any individual who uses another employee's assigned user-id is subject to disciplinary action. B. Not to use anyone else's computer number, or utilize a computer on Page 2 of 6 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: COMPUTER SOFTWARE SECURITY NO: A-290 FILE: COMPUTER which someone else is logged on. C. For any transaction performed with their computer number and password. D. To log off the computer when going on break, chow, or leaving the area for more than five (5) minutes. If there is uncertainty concerning the security of the vacated area, be sure to log off prior to leaving the computer unattended. 1. If leaving the computer temporarily, and nobody else will need access, the computer can be "locked". a. To lock the computer, press CTRL + ALT and DELETE, then select "Lock Workstation". The computer can only be unlocked by the person who is logged on. b. To unlock the computer, the person who is logged on must press CTRL + ALT and DELETE, then type in their PASSWORD. 2. To log off of the computer for the day, the machine should NOT be "shutdown", but rather "restarted". Select the "Restart the Computer" option from the "Shut Down Window". The restart sequence will temporarily shut down the computer, but it will then be brought back to the point where it is ready for someone to log on. In this state, the Information Technology Unit can perform maintenance and update services without impacting productivity. The computer display (monitor) should be turned off to conserve energy, but the computer itself shall be left powered on. III. AUTOMATED CRIMINAL JUSTICE SYSTEM A. Employees of the Fresno County Sheriffs Department will have access to CONFIDENTIAL information regarding individuals. Such information is to be used for official purposes only. B. Misuse of information, whether disseminated to another person or for Page 3 of 6 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: COMPUTER SOFTWARE SECURITY NO: A-290 FILE: COMPUTER personal use (whether criminal history, report information or record information) adversely affects the civil rights of the individual concerned, violates the law and Departmental policy. C. "Any person authorized by law to receive a record or information obtained from a record who knowingly furnishes the record or information to a person who is not authorized by law to receive the record or information is guilty of a misdemeanor" (PC 11142). Any employee who is responsible for such misuse is subject to disciplinary action. D. The law also prohibits any person from maliciously accessing, altering, deleting, damaging or destroying any computer system, computer network, computer program or data. Such misuse is a felony under California law and any employee who is responsible for such misuse is subject to disciplinary action. IV. AUTHORIZED SOFTWARE The following guidelines may be used to determine the legality of software products on County computers: A. A copy of DOS and Windows has been purchased for every County PC. If these products are installed, assume they are legal copies. B. A copy of ATTACHMATE has been purchased for each PC used to communicate with the mainframe. If the computer accesses the mainframe, assume the copy of ATTACHMATE is legal. C. ANY OTHER SOFTWARE PRODUCT has been purchased for a limited number of PC's only. An original manual, a license card or original label diskette must be in possession of the user to be considered legal. If ALL items have been lost or misplaced, contact an Information Technology analyst to obtain a copy of the invoice for the product as proof of license. D. Each Department must purchase a licensed copy for all software being used and any illegal copies must be deleted from the PC's involved. E. Any person who knowingly accesses and without permission takes, Page 4 of 6 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: COMPUTER SOFTWARE SECURITY NO: A-290 FILE: COMPUTER copies, or makes use of any data (or supporting documentation)from a computer, computer system, or computer network, may be found guilty of a felony offense and will be subject to disciplinary action. V. SOFTWARE SECURITY A. The user may only install local software which was pre-approved for the County by the Information Technology Unit for a specific PC. B. The Information Technology Unit must be notified when any software per Section V(A) above is de-installed. C. No local or non-local software may be physically removed from County premises without prior approval from the Information Technology Manager. D. No local or non-local software may be loaned or transferred to another user without approval from the Information Technology Manager. E. The user shall not load software to the Local Area Network(non-local) drive. F. Demonstration or evaluation software must be virus-scanned before use. G. PC software will be periodically audited to verify compliance with the above requirements. H. Any staff member who causes a violation of the security of the computer system is subject to disciplinary and/or criminal prosecution. VI. BASIC COMPUTER RULES A. Do not install games or personal software on the PC. B. Magnetic items should be kept away from the PC's. Magnetic items can seriously damage the hard drive in the PC. C. Do not create macros for personal use without the prior approval of a supervisor. Page 5 of 6 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: COMPUTER SOFTWARE SECURITY NO: A-290 FILE: COMPUTER D. Don't download unexpected, unknown or suspicious attachments. If a suspicious attachment is received that appears to have been sent by someone known to the employee, the employee should e-mail them back and ask them about it before it is opened. E. Never connect or disconnect components when the computer is on. F. If a transaction/report is entered by mistake, do not turn the terminal/PC off. Notify the Help Desk (XXX-XXXX) to terminate the report. G. Report any computer problems immediately. Page 6 of 6