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Information Technology U
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Board of County Commissioners
urant luounty, Washington
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408.1 PURPOSE AND SCOPE mist #3 Dist #3 Dist #3
Best Practice MODIFIED
The purpose of this policy is to provide guidelines for the proper use of Grant County information
technology resources, including computers, electronic devices, hardware, software, and systems.
It is critical to ensure the provision of computer and telecommunications resources and services
to Grant County employees for the purpose of conducting business. This policy section applies to
all users of Grant County computer and telecommunications resources and services. Violations of
this policy may result in corrective action, up to and including termination of employment; it is also
possible that, depending upon the nature of the violation(s), criminal charges and/or legal action
may result under Washington Computer Trespass laws (RCW 9A.90.040 and RCW 9A.90.050).
Additional guidelines for the use of Grant County information technology resources are found in
the Cybersecurity Policy.
408.1.1 DEFINITIONS
[Best Practice I --MO------ --
Definitions related to this policy include:
Computer system - All computers (on -site and portable), electronic devices, hardware, software,
and resources owned, leased, rented, or licensed by Grant County that are provided for official
use by its employees. This includes all access to, and use of, Internet Service Providers (ISP) or
other service providers provided by or through Grant County or Grant County funding.
Hardware - Includes, but is not limited to, computers, computer terminals, network equipment,
electronic devices, telephones (including cellular and satellite), pagers, modems, or any other
tangible computer device generally understood to comprise hardware.
Software - Includes, but is not limited to, all computer programs, systems, and applications,
including shareware. This does not include files created by the individual user.
Temporary file, permanent file, or file - Any electronic document, information, or data residing
or located, in whole or in part, on the system, including but not limited to spreadsheets, calendar
entries, appointments, tasks, notes, letters, reports, messages, photographs, or videos.
408.2 POLICY
Best Practice �MMIFIED
It is the policy of Grant County that employees shall use information technology resources,
including computers, software, and systems, that are issued or maintained by Grant County in a
professional manner and in accordance with this policy.
(a) The Technology Services Department provides computer users with technical
resources. All computer users have the responsibility to use Grant County computer
resources in an efficient, effective, ethical, and lawful manner. The Information
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Grant County
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Information Technology Use
Technology Use Policy, sets forth the requirements and expectations of employee
conduct and usage of Grant County resources.
(b) All computer usage is to be in conformance with this policy and its subsections;
applicable and binding policies set forth herein above.
(c) Viewing of any internet site of a sexual nature is strictly prohibited and could result in
disciplinary action, up to and including termination of employment.
408.3 PRIVACY EXPECTATION
[Best practice x .,
Employees should have no expectation expectation of privacy with regard to emails, texts,
or anything published, shared, transmitted, or maintained through file -sharing software or any
internet site that is accessed, transmitted, received, or reviewed on any Grant County computer
system.
Grant County reserves the right to access, audit, and disclose, for legitimate business, legal,
security, investigative, public records, operational, or compliance purposes, any message,
including attachments, and any information accessed, transmitted, received, or reviewed over any
technology that is issued or maintained by Grant County, including Grant County email system,
computer network, and/or any information placed into storage on any Grant County system or
device. This includes records system activity logs, audit records, login records, and web -browsing
history generatedat any Grant County computer or over any Grant County network. The fact that
access to a database, service, or website requires a username or password will not create an
expectation of privacy if it is accessed through Grant County computers, electronic devices, or
networks,
408.4 RESTRICTED USE
[iiestpractical M7
Employees shall not access computers, devices, software, or systems for which they have
not received prior authorization or the required training. Employees shall immediately report
unauthorized access or use of computers, devices, software, or systems by another employee to
their supervisors, manager, Department Head, Elected Official, or Technology Services.
Employees shall not use another person's access passwords, logos information, and other
individual security data, protocols, and procedures unless directed to do so by a supervisor,
manager, Department Head or Elected Official.
408.4.1 SOFTWARE
[Best Practice
Employees shall not copy or duplicate any copyrighted or licensed software except for a single
copy for backup purposes, in accordance with the software company's copyright and license
agreement.
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To reduce the risk of a computer virus or malicious software, employees shall not install any
unlicensed or unauthorized software on any Grant County computer. Employees shall not install
personal copies of any software on any Grant County computer.
s
No employee shall knowingly make, acquire, or use unauthorized copies of computer software that
is not licensed to Grant County while on Grant County premises, computer systems, or electronic
devices. Such unauthorized use of software exposes Grant County and involved employees to
severe civil and criminal penalties.
Introduction of software by employees should only occur as a part of the automated maintenance
or update process of Grant County -approved or installed programs by the original manufacturer,
producer, or developer of the software. Any other introduction of software requires prior
authorization from a supervisor and a full scan for malicious attachments.
408.4.2 HARDWARE
Best Practice , .. � , ' ffl- C
Access to technology resources provided by or through Grant County shall be strictly limited
to Grant County -related activities. Data stored on or available through Grant County computer
systems shall only be accessed by authorized employees who have a legitimate Grant County -
related purpose to access such data. Any exceptions to this policy must be approved by a
supervisor.
408.4.3 INTERNET USE
Bast Practicel,y'
Internet access provided by or through Grant County shall be strictly limited to Grant County -
related activities. Internet sites containing information that is not appropriate or applicable to Grant
County use and that shall not be intentionally accessed include but are not limited to sexually
explicit content, pornography, gambling sites, unauthorized chat platforms, and similar sites not
appropriate for County business. Certain exceptions may be permitted with the express approval
of a supervisor, manager, Department Head or Elected Official as a function of an employee's
assignment.
Downloaded information from the internet shall be limited to messages, email, and data files.
408.4.4 USE DURING NON -WORK HOURS
Best PracticeI ... - ..
Non-exempt employees (hourly employees eligible for overtime) shall NOT perform work -related
activities using technology resources provided by Grant County, or personally owned devices to
access Grant County resources, during non -work hours unless specifically authorized in advance
by a supervisor, manager, Department Head or Elected Official.
Exempt employees (salaried employees meeting executive, administrative, or professional
exemptions) are not entitled to overtime pay for work performed outside regular hours.
Refer to the Personal Communication Devices Policy for guidelines regarding the use of personally
owned technology during non -work hours.
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408.5 SECURITY AND MONITORING
[Agencyntent
(a) Grant County seeks to protect computer -based information, recognized as a primary
administrative, educational and research asset, from accidental or intentional/
unauthorized modification, misuse, destruction, disruption, or disclosure. In order
to make every reasonable effort to protect the integrity of its computing systems,
workstations, networks, etc., Grant County has the right and responsibility to monitor
its computing resources.
(b) All Grant County computer users must read and sign an acknowledgment of having
received and read the following forms: Information Technology Use, Use of County
Resources, and prior to authorization for use. These forms are provided by the Human
Resources Department at employee orientation. Refusal to read and sign the policy
may be grounds for discipline, up to and including termination of employment.
(c) Grant County has the right to monitor any and all aspects of a system, including
individual login sessions, to determine if a user is acting in violation of County policy,
state, and/or federal laws. The issuance of a password or other means of access is to
assure appropriate confidentiality of Grant County files and information, and does not
guarantee privacy for personal or improper use of Grant County equipment or facilities.
(d) All users are assigned an individual login with password protection.
1. Each user is responsible for safeguarding his or her user identification and
password.
2. Users should not print, store online, or provide their password(s) to others.
3. The user is responsible for ensuring that the assigned user ID is used only for
authorized purposes.
4. Each user is responsible for all transactions made under the authorization of his
or her ID.
5. Any user who suspects a breach of password protection should report their
concern immediately to their supervisor, manager, Department Head, or Elected
Official and immediately make arrangements with the Technology Services
Department for the ability to select a new password.
(e) Computer users shall not intentionally view, provide, or modify information in or obtain
copies of files, programs, keystrokes, or passwords belonging to other computer users.
This includes all system files and accounts.
(f) The copying or sharing of copyrighted materials, software, video and audio files
(including MPEG files) is prohibited
(g) Due to risks of electronically transmitted viruses, it is suggested that software
upgrades, installation files, and other executable files (*.exe files) should only be
downloaded and installed from the internet after consultation with or instruction from
Technology Services staff. This includes executable files (*.exe) attached to electronic
mail messages, but does not include document files such as Word (*.doc) and Excel
xls). Individual users who do not conform to this policy must take responsibility for
all problems and issues that may subsequently arise.
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Information Technology Use
408.6 PROTECTION OF SYSTEMS AND FILES
Best PracticettE}f:
All employees have a duty to protect the computer system and related systems and devices from
physical and environmental damage and are responsible for the correct use, operation, care, and
maintenance of the computer system.
Employees shall ensure Grant County computers and access terminals are not viewable by
unauthorized users. Computers and terminals should be secured, users logged off, and password
protections enabled whenever the user is not present. Access passwords, logon information, and
other individual security data, protocols, and procedures are confidential information and are not
to be shared. Password length, format, structure, and content shall meet the prescribed standards
required by the computer system or as directed by a supervisor and shall be changed at intervals
as directed.
It is prohibited for an employee to allow an unauthorized user to access the computer system at
any time or for any reason. Employees shall immediately report any unauthorized access to the
computer system or suspected intrusion from outside sources (including the internet) pursuant to
the incident reporting procedures established by the Technology Services Department.
408.6.1 RESEARCH AND DEVELOPMENT
Agency Content
Grant County encourages the research and development of better ways to provide services. As
a part of an employee's position, they may be required to develop specific procedures for Grant
County. All work and work product, in any format (including electronic format) that is produced or
developed during work hours, using Grant County resources, and/or on behalf of Grant County
remains property of Grant County, even after an employee separates employment from Grant
County. Employees may not sell or otherwise distribute products developed for Grant County.
Products developed for Grant County are not for personal use, profit, or gain.
Violation of this policy may result in corrective action, up to and including termination of
employment. In addition, violation of this policy may result in Grant County pursuing any and all
legal remedies available, including recovery of profits and/or gains.
408.7 INSPECTION AND REVIEW
Best Practice►PIFIE�
A , Department Head, Elected Official, or the authorized designee rrnay
inspect or review the computer system, all temporary or permanent files,
related electronic systems or devices, and any contents thereof, whether such inspection or review
is in the ordinary course of supervisory duties or based on cause, following consultation with and
approval from Human Resources.
Reasons for inspection or review may include, but are not limited to, computer system
malfunctions, problems, or general computer system failure, a lawsuit against Grant County
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involving one of its employees or an employee's duties, an alleged or suspected violation of any
Grant County policy, a request for disclosure of data, or a need to perform or provide a service.
Qualified Technology Services Department staff may extract, download, or otherwise obtain any
and all temporary or permanent files residing or located in or on Grant County computer system
when requested by a supervisor, manager, Department Head or Elected Official or during the
course of regular duties that require such information.
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