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Home My WebLink AboutF04.0 Computer Software and Hardware �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT: COMPUTER SOFTWARE SECTION: F NUMBER: 4.0 AND HARDWARE PREPARED BY: Information Technology REVISED DATE: 02/01/2014 PAGE: 1 of 4 PURPOSE 4.1 The purpose for the Computer Software and Hardware policy is to ensure the City establishes and implements standards for all City owned computers. POLICY 4.2 SOFTWARE LIBRARY IT shall maintain a register of all City of Grapevine software, and keep a library of software licenses and installation media. This library register shall at a minimum contain the following: o Date of Purchase o Vendor Name o Department location and cost center of each installation o Work Station Identification Number (WSID) of the unit on which the software is installed o Position and/or Title of employee o Existence and location of backup copies o Software product's serial number and original software. o Installation media 4.3 EMPLOYEE RESPONSIBILITIES 4.3.1 Education Department Heads are responsible for coordinating the education of their employees in accordance with this software policy, by budgeting accordingly to ensure appropriate levels of training knowledge are maintained with the standard PC software products and departmental applications. 4.3.2 Duplication of Software 4.3.2.1 City employees may not duplicate any licensed software or related documentation purchased by the City, unless the City is �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT: COMPUTER SOFTWARE SECTION: F NUMBER: 4.0 AND HARDWARE PREPARED BY: Information Technology REVISED DATE: 02/01/2014 PAGE: 2 of 4 expressly authorized to do so by agreement with the licensor. 4.3.2.2 Intentional and willful unauthorized duplication of software may subject employee and/or the City to both civil and/or criminal penalties under the United States Copyright Act. 4.3.2.3 Intentional and willful unauthorized duplication of software shall be considered an act of serious misconduct subjecting the employee to disciplinary action. 4.4 Distribution of Software 4.4.1 City employees shall not give software to any person outside the City of Grapevine organization (e.g. clients, contractor and customers). 4.4.2 City employees may use software only, in accordance with applicable license agreements. 4.5 Development of Software 4.5.1 Software and work products (documents, databases, spreadsheets, etc.) developed by City employees for City projects on City or personal equipment, remain the property of the City of Grapevine. Such software and/or work products are for the exclusive use of the City, or City contractors. 4.5.2 Such software and/or work products cannot be sold or given to anyone, except in accordance with state law, without written consent from the user's Department Head and the Director of IT, or the City Manager. 4.5.3 City employees shall not use City equipment and/or software during or after City business hours for non-work related purposes or development of software not related to City projects, unless approved by the Department Head. All the voice and data resources represent a significant City asset. It is intended that this asset be used for City and related civic and professional activities only. �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT: COMPUTER SOFTWARE SECTION: F NUMBER: 4.0 AND HARDWARE PREPARED BY: Information Technology REVISED DATE: 02/01/2014 PAGE: 3 of 4 4.6 Virus Protection Virus protection is a critical issue on all computing equipment. Virus protection software will be installed on all workstations. It is, however, the employee who is the first line of defense against a computer virus. An employee must not intentionally disable the virus scanning software for any reason. If for some reason the employee believes the virus software is not functioning properly, the employee shall immediately contact IT with this information. 4.7 Home Computers 4.7.1 The City of Grapevine's computers are City assets and must be kept free of illegal software copies and viruses. Except as noted; only software acquired through City purchasing procedures may be used on City computers. Employees may not bring software from outside and load it on City computers unless specifically authorized by the IT Department. 4.7.2 City-owned software or data cannot be taken home and loaded on an employee's personal computer. All City business conducted away from the City offices will be conducted via VPN and Remote desktop to a City computer where the needed applications and data will reside. No City software applications or City data is to reside on any computers outside of the City network. See Section F Number 11 .0 Remote Access and Number 12.0 Mobile Computing and Mobile Storage Devices. 4.8 Hardware Security 4.8.1 Phone and Computer equipment shall not be relocated from its Assigned station without the prior knowledge and approval of the IT Department. 4.8.2 Unauthorized opening of phone and computer case; addition and/or removal of hardware; or otherwise modifying the computer, phone and �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT: COMPUTER SOFTWARE SECTION: F NUMBER: 4.0 AND HARDWARE PREPARED BY: Information Technology REVISED DATE: 02/01/2014 PAGE: 4 of 4 computer hardware components, is strictly prohibited. 4.8.3 Most voice data infrastructure equipment is located in secured areas; however, some equipment is in employee accessible areas. This equipment is not to be tampered with by non-IT employees and non-IT authorized contractors. Furthermore, if anyone is seen tampering with any voice and data infrastructure equipment in any manner, that action shall be immediately reported to the Supervisor on duty, and the IT department. 4.8.4 No personally owned computer equipment shall be brought to the City facilities, nor connected to the City network except for employee owned smart phones. See Section F Number 16 Cellular Telephones for permission rules and Section F Number 12 for data usage.