Amended DAFS IT Policy
By Lisa Leahy, OIT
Amended Work Rule on the Policy Concerning the Use of State-Owned Information and Technology (I.T.) and Related Communications Equipment and Resources - Commissioner Low released a memorandum on July 1 directing all supervisors to distribute his memo, the amended work rule (often referred to as the DAFS IT Policy) and an acknowledgement form that employees are required to sign and return to Human Resources.
The policy added new language or amended language to the following areas:
- Deleted the term “equipment” and replaced it with “resources” throughout the document. For example, [T] he purpose of this policy is to set out the rules to be followed while using any or all of the State-owned information and technology resources (previously equipment) under the control of the Department of Administrative and Financial Services (DAFS).
- Added laptops and mobile devices to the included types of IT resources covered by the policy.
- The term recordable media was added as an example of what may be requested from a Freedom of Access Law request. This terminology will cover magnetic as well as newer media such as DVD and USB drives.
- Additionally, under the FOAA area, clarified language to read “all written, printed or graphic matter or any mechanical or electronic data compilation (files, notes, records, copies, etc.), regardless of the media used to store or transmit them (paper, film, microfiche, recordable media, electronic media, etc.) in public offices received or prepared for use in connection with the transaction of public governmental business is public property.”
- Previously, it had read “All materials, files, notes records, copies, etc., regardless of the media used to store or transmit them (paper, film, microfiche, magnetic media, electronic media, etc.) in public office or in the possession of public employees while at work are public property.”
The new language covers information that may be received outside of public offices, such as SOM employees accessing information via non-traditional venues such as remote, file transfers through a file transfer program or website.
- Language was added to encompass new communication mechanisms beyond the traditional bulletin board system, interactive web based electronic messaging systems was added.
- Language was clarified to expand the types of security risks faced when accessing unofficial and/or unauthorized sources to include adware/malware that may be costly and disruptive to remove.
- The Guidelines and Procedures section requires an employee to immediately secure material from view if the employee inadvertently accesses inappropriate or prohibited materials. Added language includes material that is deemed as a security risk and a link to OIT's Policy to Govern Information Security Risk Assessments of State Computer Systems and to Ensure the Prompt Remediation of Deficiencies with the following language added in the footnote: “ All State employees who suspect a breach of security has occurred will contact the OIT Customer Solutions Center at 624-7700…”
All OIT polices can be located on OIT Policies, Standards and Procedures web page or above Amended DAFS IT policy at:
Policy Concerning the use of State-Owned Information and Technology (I.T.) and Related Communications Equipment and Resources .
Article posted on: September 1, 2009
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