1997 AGN JUL 15 I19 - Laserfiche WebLink

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City of Colton AGENDA REPORT FOR COUNCIL MEETING OF JULY 15, 1997 TO: HONORABLE MAYOR AND CITY COUNCIL APPROVAL: GRACIE FERNANDEZ HARMON, ACTING CITY MANAGER FROM: ANNA A. VEGA, FINANCE DIRECTOR SUBJECT: CONSIDERATON OF ADMINISTRATIVE — INFORMATION SYSTEM (COMPUTER) POLICY DATE: JULY 9, 1997 BACKGROUND Over the last 18 months the City of Colton has made substantial investments in hardware and software computer applications. Therefore, staff has developed an administrative policy to safeguard the City's investments. DISCUSSION/ANALYSIS The main policy objectives are to maintain the integrity of the data and programs of all computer systems and personal computers in the City of Colton and protect the systems and data against unauthorized disclosure, modifications or destruction. There are four other less significant however important, objectives to the policy that are identified on page 3 of the policy. Page 2 is a summary of the information systems security policy. It is identified by 13 salient points, which are as follows: 1) All access to computer must be authorized. 2) Each Department Head shall designate one staff member to serve as the Information Systems (I.S.) Liaison, who may authorize access to that department's database and to specified network applications. 3) Users should only be allowed to access data that relates to their job, task, projects or assignments. 4) Any change in employee status must be immediately reported to the I.S. Division by the Department Head or the Department's I.S. Liaison. 5) Except in circumstances specifically authorized by the I.S. Division, there should be only one user per user I.D. and password. 6) Each user department updates its own data, controls access to that data and is therefore responsible for its validity. 7) The acquisition of all computer hardware, software and related consulting service must be approved by the I.S. Division before purchase orders can be issued. 8) Only software approved and purchased by the City is allowed on the City's computers. Absolutely no games are to be played on City computers 9) I.S. Division oversees the computer systems and is responsible for the integrity and backup of data on the network servers. However, each user department retains responsibility for the validity of its data. 10) I.S. Division is responsible for security administration on the network. However, each personal computer user is responsible for security administration on the individual personal computer (P.C.) system used. 11) The I.S. Division is responsible for technical support. 12) Only the I.S. Division technical staff is authorized to relocate or remove hardware, install or remove software, perform maintenance repairs, and request assistance from the Electric Utility for cabling projects. 13) Internal recording of access will be monitored and any attempted variance from the authorized use of system resources will be reported to the department head or supervisor for appropriate action. FINANCIAL IMPACT None RECOMMENDATION That the City Council adopt the attached Administrative Information System (Computer) Policy and have it included as part of the City's Policies and Procedures. Item No. 19