A. Computer systems
Department Managers (or designated person) that has the need for any external persons or organizations to carry out work, on behalf of the Village, that require access to any equipment, computers, network, or technology services need to request approval from the IT department before such work is carried out.
Department Managers have the authority to inspect the contents of any hardware, software, document(s) or file(s) of their subordinates in the normal course of their supervisory responsibilities.
Village technology employees or approved contractors shall extract information, files or documents when requested by authorized supervisory personnel. Reasons for review include but are not limited to system, hardware, and software problems; general system failure; a legal proceeding involving the Village; suspicion of a crime; violation of this policy; and a need to perform work or provide a service when the employee is unavailable.
All Users are to use their own network, e-mail, and application accounts unless other arrangements have been made with the IT Manager or respective Department Manager.
B. Data / File Storage
File storage could vary depending on your job function and interactions with other departments or external organizations. Please note that copyright material is not to be stored in any data areas. These include but are not limited to .exe (programs files), MP3 files, video files, and image files that are licensed. Any requests for storing such data should be made to the IT Manager.
Reproduction or distribution of copyrighted works, including, but not limited to, images, videos, text, configuration, settings, or software, without permission of the owner is an infringement of U.S. Copyright Law and is subject to civil damages and criminal penalties including fines and imprisonment.
C. File Retention
Just as with any other government record, electronic records are retained or disposed of in accordance with the Village's overall record retention policies. See the Village records management and email retention policies or contact your Department Managers if you have questions about what should be retained.
D. Back-up
Backing up files is essential to productivity and safeguarding data against unwanted intrusions. Most Village computers are attached to the network. If data is being properly stored on the network, backup is automatically handled by the IT Department. A computer user's home drive is on the network. It is essential to save data to your home drive on the Village network. To ensure proper backup, do not save data to the computer hard drive, a flash drive, or memory stick. Copies or Back-up files should not be stored on personal computers or taken home.
If your computer is not attached to the network, you must contact the IT Department to develop an appropriate backup protocol to preserve and protect Village information and records.
E. File Recovery
Computer files and email are rarely erased from the system simply by hitting the delete key. Rather, they are stored in a random place on the computer. These files can sometimes be recovered by running a file recovery program. The IT Department will coordinate any necessary file recovery or restoration of backup data. Deleted files may also be recoverable from backup and, as such, subject to FOIA or subpoena.
F. Disposal of Technology Equipment
When a user department no longer has use for a hardware or software component of an information technology resource, the component should be transferred to the IT Department. The IT Department will retain a repository of computer system components and will supply user departments with available components as needed to avoid unnecessary purchases. The IT Department will also appropriately dispose of obsolete technology resources or software and remove it from the inventory.
G. Copyright Infringement
The Village does not own most of the computer software that it utilizes, but rather licenses the right to use software. Accordingly, Village owned, or licensed software may only be reproduced or modified by authorized IT personnel in accordance with the terms of the software licensing agreements. Unauthorized modifying, copying, redistributing, and republishing of copyrighted or proprietary material are strictly prohibited. Copyright laws apply to the Internet as well. Copyright infringement is serious business, and the Village strictly prohibits any such activity. If you have questions about copyright infringement, discuss it with the IT Department immediately.
Copies of shareware or "free" programs must be registered with the IT Department. Shareware and free software often have licensing and use restrictions and should not be copied or forwarded to others. It is not unusual for "free" software to contain a virus. As such, it is important that all new software is purchased through and installed by the IT Department. Your department director and the IT Department must approve all requests for application programs.
H. Proprietary Information
Village data, databases, programs, and other proprietary information are Village property and can only be used for authorized Village business. Use of Village property for personal gain or benefit is prohibited. Sharing Village proprietary information with unauthorized Village personnel or third parties is prohibited. Upon termination of employment, employees do not have the right to any Village documents, therefore employees shall not copy or email Village documents for personal use unless they have submitted a request in writing to their Department Manger or Village Manger for approval.
I. Data Licensing Agreement
When dissemination of Village data, databases, and programs occurs, a data licensing agreement needs to be established between the Village and any third party. Information will be licensed for use on a project basis with a specified time span. The IT Department will facilitate the licenses and distribute the requested information.
J. Purchases of Computer Software and Equipment
All purchases of computer software and equipment, including tablets, are prohibited without approval from your department director. All computer software and equipment purchases must be made through the IT Department. Working with the requesting department, the IT Department will ensure that purchases are the most appropriate solution for the application, meet pre-established quality requirements, and are compatible with other Village computer software and equipment. Donated or confiscated equipment must be placed into service by the IT Department subject to current quality and compatibility guidelines.
The IT Department is responsible for maintaining appropriate procedures for tracking computer assets and licenses and maintaining proper security for all computer-related resources.
(Ord. 23-1853, passed 5-3-23)