S181ManagementInformationSystem ST.pdf

Chapter I

Administration &

Management

Policy #:

S181

References:

MGL c. 6, §§ 167-172

103 CMR 916.01; .03

803 CMR 2.00

ACI: 3-4097→9

3-ALDF-1F-01→02; 08

Information Systems & Research

Information Management

System

Date of Issue:

January 1, 2000

Approved:

Steven W. Tompkins, Sheriff

Effective:

January 2015

Purpose

To create and maintain a state of the art information management system through the formation of an Information Technology Division (ITD) vested with the responsibility for providing developmental, operational and technical support services to all other Divisions and operational entities of the Department.

Policy Statements

I. Review of Data

The Department shall create and maintain an industry-standard electronic information management system that enables data collection, access, retrieval and use by staff, qualified law enforcement agencies, and other qualified agencies in accordance with

Massachusetts regulations 803 CMR 2.00 et. seq., MGL c. 6, §§ 167-172 and any other relevant requirements.

II. Collection, Access, Retrieval, and Use Of Data The electronic information management system shall track and document all aspects of services. It shall be the responsibility of administrative and operations personnel to collaborate and direct the IT Division in the design, maintenance and operation of the electronic information management system.

III. Management Information Systems

The Information Technology Systems Administrator (ITSA) may be authorized to review data collected by approved users.

IV. Information Systems Usage Policies

The Department shall establish user responsibilities in the legal and ethical use of

Department computers in an effort to maintain the integrity and confidentiality of data, files, computers and networks, as well as to protect the proprietary rights of third parties.

Procedures

I. General Information A. Computer User Privacy

1. ITD staff may have the ability to view all messages and files of any user. It is not, however, the routine policy of the Department to monitor user’s files, and the intention is to keep files private, even though such privacy is not guaranteed.

S181: Management Information System

2. Computer access is for Department business only. Abuse for economic gain or use of the computer or network in a manner that adversely affects the Department will not be tolerated.

3. If there is reason to suspect computer abuse the Department reserves the right to review the contents of any user’s computer memory and storage, trace information, backups, file server accounts and any multi-user computer account contents to determine compliance with this policy.

B. Prohibited Acts

1. Use or installation of software intended to compromise system security or performance is prohibited.

2. Use or installation of any software or hardware not directly approved by the ITSA is prohibited.

3. Use or installation of any software downloaded or originating from the Internet is strictly prohibited.

4. Deletion of any software on any computer is prohibited.

5. The use of memory sticks or USB devices without the written permission of the

ITSA is strictly prohibited.

6. Willful violation of this policy may result in disciplinary action, up to and including termination.

C. Password Protection

1. Accounts established on Department computers and servers are identified as personal information access points. Although data may be shared at times by various users, the "login" access point is considered personal. User names identifying a particular individual are for the exclusive use of that person.

2. Each user agrees not to share his or her password with others. If a user believes his or her password has been compromised, s/he should change it immediately or, if unable to change it, contact IT for assistance.

3. Any use of a personal account by someone other than the designated user should be reported immediately to IT.

D. Data Privacy

1. Use of computers and information technology is essential to the efficient operation of the Department. Data regarding any aspect of Departmental operations is for

Department use only.

2. Such information may not be disseminated without written Department permission.

3. All data utilized by Department staff is the property of the Department and may not be removed from the premises in any form without proper authorization.

E. Electronic Mail (E-Mail)

1. The purpose of e-mail is to enhance communication.

2. Pursuant to the Electronic and Communications Privacy Act of 1989, Title 18, United States Code, Sections 2510 et. seq., notice is hereby given that there are no facilities provided by the Department for sending or receiving confidential messages. IT staff may have the ability to view all messages and files of any user.

It is not, however, the routine policy of the staff to review messages, and the intention is to keep messages private even though such privacy cannot be guaranteed.

3. Privacy of messages routed outside the Department via the Internet or other outside computer network is not within the control of the Department.

4. E-mail addressed to a Department network address for any user who is no longer in the employ of the Department will be deleted.

5. E-mail is required to carry a valid "from" name of the individual who sent it. Mail represented as being from someone other than the sender will be considered a violation of this policy.

6. E-mail may only be used for Department business.

7. Sending inappropriate E-mail messages is a violation of this policy.

F. Internet (External Network Use) and Intranet (Internal Network Use)

1. Internet and Intranet use is only for the use of persons legitimately affiliated with the Department to facilitate the exchange of information consistent with the business needs of the Department.

2. The Department is not responsible for content found on the Internet.

3. All Intranet content is approved through the Office of External Affairs.

4. Internet and Intranet usage must be consistent with the nature of the user’s duties.

Usage inconsistent with this policy may result in disciplinary action.

5. Internet usage will be monitored by the Department.

6. Commercial use of external networks is prohibited.

7. Improper Internet and Intranet usage is a violation of this policy.

8. Persons using external networks shall avoid:

a) interfering with the work of other persons on the network;

b) disrupting the network host systems (nodes);

c) disrupting network services.

9. Any communication that violates applicable laws and regulations is prohibited.

Messages and data sent to destinations outside the U.S. must satisfy the Department of Commerce regulations.

G. Software Licensing

1. All software utilized by the Department must be properly licensed in accordance with applicable law.

2. Copying of Department software is prohibited.

3. Any software found in violation of this policy will be immediately removed.

4. Software license rules must be followed regardless of the physical location of the software that is used and the access method used to activate the software.

5. Modification of or change in any software or hardware configuration is prohibited unless authorized by the ITD.

6. Any and all problems related to software use or operation must be directed to IT staff.

H. Hardware

1. Disassembly of computer hardware is prohibited unless authorized by the ITD.

2. Destruction of computer equipment is prohibited.

3. All computer equipment must remain on Department property unless the user has received permission to take the equipment off-site.

4. Any and all problems related to hardware use or operation must be directed to the

ITD.

I. Telephone System

1. The purpose of the telephone system is to enhance communication.

2. Voice mailboxes for any user no longer employed by the Department will be deleted.

3. The telephone system may only be used for Department business.

4. Sending inappropriate voice mail messages is a violation of this policy.

5. Disassembly of telephone hardware is prohibited without authorization from IT staff.

6. Destruction of telephone equipment is prohibited.

7. All telephone equipment must remain on Department property unless the user has received permission to take the equipment off-site.

8. Re-location of telephone hardware is prohibited unless authorized by the ITD.

9. Use or addition of unauthorized telephone hardware is prohibited.

10. Any and all problems related to telephone hardware use or operation must be directed to the ITD.