HomeMy WebLinkAboutINFORMATION TECHNOLOGY PROCEDURES POLICIES
Augusta Richmond GA
DOCUMENT NAME: ;:[;.;-PO fl."" pr-r ,"IV T", cJ+N OLOG Y 'PO l-;C / 'e '> A-,vl)
p{l ()cEbv effS
DOCUMENT TYPE: ? C 1 ; <:"1 e S
YEAR: 1 qq g
BOX NUMBER: ry
FILE NUMBER: III ~ S-d-..
NUMBER OF PAGES:
33
, " r. ~
f t ..f. 1
~~ #- /y~...r~
Augusta Richmond County
Information Technology
Policies and Procedures
>. .
Computer, Data, Radio and Telephony
"
, il
I \
, 1
7 .
COMPUTER USAGE POLICY ................................................................................................................................ 2
PURPOSE ......................................................................................................................................................................2
PENALTIES ..................................................................................................................................................................: 2
~~:~.~~.~.::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::~::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ;
ACQUISITION OR RELOCATION OF EQUIPMENT .......................................................................................................... 9
DATA INTEGRITY ......................................................................................................................................................... 9
ELECfRONIC MAIL STORAGE......................................................................................................................................9
REpORTING PROBLEMS ............................................................................................................................................. 10
EMERGENCIES AFTER HoURSllfoLlDA YS ................................................................................................................ 10
MAP AND DIGITAL DATA RELEASE POllCY ..............................................................................................11
CONCEPT .................................................................................................................................................................... 11
RELEASE OF PAPER MAPS. ......................................................................................................................................... 11
RELEASE OF DIGITAL DA T A...................................................................................................................................... 11
DISClAIMER.................................................................................................................................................... ........... 13
TELEPH ONE USA GE POLICY ............................................................. ................................................................ 14
GENERAL ...................................................................................................................................... ............................. 14
PURPOSE................................................... :;:..........~.: .:-:........................................... ................................................... 14
TELEPHONE SERVICE CaNT ACTS................................................................................................... ........................... 14
APPOINTMENTS................................................................................................................................................. 14
RESPONSIBlLITIES............................................................................................................................................ 14
INFORMATION TECHNOLOGY RESPONSIBILITIES ..................................................................................................... 15
TELEPHONE SERVICE REQUESTS .............................................................................................................................. 16
EMERGENCIES AFTER HOURSI1IOLIDA YS ................................................................................................................ 16
TWO-WAY RADIO POLICIES .............................................................................................................................. 17
PROCEDURES DURING MAJOR INCIDENTS ............................................................................................................... 18
POLICY 0 N CELLULAR TELEPHONES .......................................................................................................... 20
PURPOSE ............................ ........................................................................................................................................20
POLICY .................,".....................................................................................................................................................20
ISSUANCE STANDARDS: ..................................................................................................................................21
PURCHASING AND BILL PA YMENT: ..........................................................................................................:.. 21
Employee Usage Guidelines: ........... .................. ................ .... ..... .......... ........... ....... ...... ............. ....... ....... ........ .... 22
REsPONSIBILITIES: ........... ....... ............... .................. .................. ..... ........... ....... ... ... ........ .... ............ ............. .............. 23
APPEND I CES ....................................-:........................................................................................................................ 24
APPENDIX A - FEDERAL REGULATIONS ..................................................................................................::............... 24
APPENDIX B - RELEVANT LAWS REGARDING COMPtIfER USAGE ......................................................................... 24
APPENDIX C - MAP AND DIGITALDAT A RELEASE PROCESS .................................................................................. 25
APPENDIX D - MAP PRODUCT PRICES ............................................................................... ......................................26
A. 100' and 200' Map Tile Data..............................................................:.......................................................26
B. Digital Orthophotography......................................:........................................................................... ......... 27
C. County- Wide Data.. ....... .... .......... ....... .............. ...... ....... ......... ........... ................... ..... .... ....... ......... ...... ..... ... 27
Updates ....... ............... .... .......... .......... .... ................ ............ ........... ...... .............................. .... ... ..................... ........ 28
Internet Access ........ .............. ...... ...... .... ........ .... ...... ..... ....... ........... ................................ ....................... ....... ......... 28
ApPENDIX E - MAP AND DIGITAL DATA PRODUCT REQUEST FORl\.1...................................................................... 29
APPENDLX F - PERl\.1ANENT DIGITAL DATA RELEASE AlJfHORIZA TION................................................................. 30
APPENDIX G - STORM PLAN NOTIFICATION INFORMATION.................................................................... 31
APPENDIX H - CELLULAR TELEPHONE REQUEST FORl\.1.......................................................................................... 32
\ :
I 1
,
, I ~
AUGUSTA RICHMOND COUNlY
INFORMATION TECHNOLOGY
POLICIES AND PROCEDURES
Computer Usage Policy
Purpose
r .
This document has two purposes: to prohibit certain unacceptable uses of Augusta
Richmond County's computers and network facilities, and to educate users about their
responsibilities.
Most of these regulations simply restate obligations that follow from other existing policies
or laws (see "Relevant Laws" below). They fulfill a directive requiring the County to adopt
explicit computer security and ethics policies along the lines of those recommended in
Internet RFC 1244.
This document is divided into rules and commentary, with the expectation that the
commentary can be revised frequently to reflect technical changes and to answer
questions that have come up, without materially changing the rules.
Penalties
Violations of these policies incur the same types of disciplinary measures as violations of
other County policies or state or federal laws, including criminal prosecution in serious
cases.
Definitions
· County computers and network facilities comprise all computers owned or administered by
any part of Augusta Richmond County or connected to the County's communication facilities,
including departmental computers, and also the County's computer network facilities accessed
by anyone from anywhere.
· Authorization is permission granted by the appropriate part of the County's governance
and/or management structure, depending on the particular computers and/or network facilities
involved and the way they are administered.
Rules
(1) No one shall use any County computer or network facility without proper authorization. No
one shall assist in, encourage, or conceal from authorities any unauthorized use, or attempt at
unauthorized use, of any of the 9ounty's computers or network facilities.
Comment: Computers and networks are just like any other County facilities - they are to be
used only by people who have permission. Using a computer without permission is theft of
services and is illegal under state and federal laws. In addition, the following specific computer
crimes are defined by state law (Ga. Code 16-9-90 et seq.):
· Computer theft (including theft of computer services, intellectual property such as
copyrighted material, and any other property);
· Computer trespass (unauthorized use of computers to delete or alter data or interfere
with others' usage);
· Computer invasion of privacy (unauthorized access to financial or personal data or the
like);
· Computer forgery (forgery as defined by other laws, but committed on a computer rather
than on paper);
· Computer password disclosure (unauthorized disclosure of a password resulting in
damages exceeding $500 - in practice, this includes any disclosure that requires a system
security audit afterward). . -
2
\ ;
i I
I
.1 1\
AUGUSTA RICHMOND COUNTY
INFORMATION TECHNOLOGY
POLICIES AND PROCEDURES
· Misleading transmittal of names or trademarks (falsely identifying yourself or falsely
claiming to speak for a person or organization by using their name, trademark, logo, or .
seal, Ga. Code 16-9-93.1).
Maximum penalties for the first four crimes in the list are a $50,000 fine and 15 years of
imprisonment, plus civil liability. The maximum penalties for computer password disclosure are
a $5,000 fine and 1 year of imprisonment, plus civil liability.
(2) No one shall knowingly endanger the security of any County computer or network facility,
nor willfully interfere with others' authorized computer usage.
Comment: Many of the other regulations given here deal with specific acts of this kind. You
should not assume that other malicious acts or deliberate security violations are permissible
merely because there is no specific rule against them.
(3) No one shall use the County's communication facilities to attempt unauthorized use, nor to
'.. interfere with others' legitimate use, of any computer or network facility anywhere.
Comments: State and federal laws forbid malicious disruption of computers. Augusta
Richmond County does not tolerate individuals who invade others' privacy, steal computer
services, or commit misrepresentation or fraud; nor pranksters who attempt to disrupt
computers or network facilities for any other purpose.
In addition, you should be aware that ability to use a remote computer does not constitute
permission. Some computer services are open to the public, and clearly identify themselves
as such; examples are anonymous FTP sites and Gopher servers. However, the mere lack of
security measures does not mean that a computer is open to anyone who wishes to use it.
The same goes for unauthorized use of communication paths, such as remote dialout
modems and the like.
(4) No one shall connect any computer to any of the County's networks unless it meets
technical and security standards set by Information Technology department.
Comments: The applicable requirements depend on what kind of connection is being made.
For example, connecting to the countywide Ethemet cable requires special authorization,
because one improperly configured machine on a network can cause widespread disruption.
The County's agreement with KMC Telecommunications and the Georgia Department of
Administrative Services (DOAS) restricts the dial-in facilities that County units can offer. For
specific information, contact Information Technology.
(5) All users shall share computing resources in accordance with policies set for the computers
involved, giving priority to more important work and cooperating fully with the other users of
the same equipment.
Comments: If you need an unusual amount of disk space, CPU time, or other resources, .
check with the administrators in charge of the computer rather than risk disrupting others' work.
When resources are tight, work that is necessary to the County's mission must take priority
over computing that is dOl)e to pursue personal interests or self-training on side topics. In
addition, no matter how important your work may be, you are only entitled to one person's fair
share of the machine unless additional resources are available and appropriate permission
has been granted.
The administrators in charge of it in consultation with the user community set priorities for any
particular machine.
Obtaining extra computer resources through any form of deception (e.g., secretly opening
multiple accounts, misrepresenting the nature of your work, or the like) is strictly prohibited.
(6) No one without specific authorization shall use any County computer or network facility for
non-County business.
Comments: By law, the County can only provide computer services for its own work, not for
private use. In this respect the County's computers are different from those owned by colleges
or corporations. If you need unlimited access to computer networks for private purposes, you
can subscribe to a private service such as MindSpring, America Online or CompuServe.
It is improper to use the County's computers for political campaigns, fund-raising, commercial
enterprises, mass mailings, or9ther outside activities that have not been granted the use of the
County's facilities. Furthermore, you should be aware that the ability to use a computer and/or
3
, :
1 I
,
J . I
AUGUSTA RICHMOND COUNTY
INFORMATION TECHNOLOGY
POLICIES AND PROCEDURES
. .
service does not constitute permission or authorization. If you have questions, contact your
supervisor or someone from the Information Technology department.
(7) No one shall give any password for any County computer or network facility to any
unauthorized person, nor obtain any other person's password by any unauthorized means
whatsoever. No one except the System or LAN Administrators in charge of a computer is
authorized to issue passwords for that computer.
Comments: Giving your password to an unauthorized person can be a crime under Georgia
law. The criterion is not whether you trust them, but whether the County has authorized them.
Passwords protect the County's network, not just the individual machines to which they apply.
The County insists that each account be used only by the person to whom it belongs, so that if
problems are detected or abuse is alleged, the responsible person can be identified. If a
department cannot keep passwords secure, it cannot connect its machines to the countywide
network.
In general, you should never share your password with anyone else. Likewise, you must never
use or disclose a password that was given to you improperly.
A password is like the key to a building - you are responsible for what happens to it while it is in
your care. If you give it away, you are endangering the entire machine, not just your own files.
In fact, computer criminals would like to have your password so they can make it look as
though you, not they, are committing their crimes.
Do not store the password for one computer in another computer unless your system
administrator has assured you that no security hazard will result. It is easy for a stranger to
walk up to your personal computer and retrieve passwords that are stored in it.
You are responsible for choosing a secure password. Do not use names, nicknames,
telephone numbers, or recognizable words in any language, because some people guess
passwords by automatically trying every word in a large dictionary.
A good way to make up a secure password is to use the initials of a phrase, and include some
numbers as well as letters. For example,s 7 i tyMwb is a good password, and it's easy to
remember because it stands for"~ is 1he ~ear Michael !'tas Qom."
Your password is secret. System or LAN administrators will not normally ask you for it. The
computer will never ask you to type it unless you are logging in or changing your password.
Beware of computer programs that ask you to "log in again" or type your password at any
other time; they are likely to be tricks. (There are rare exceptions on some computers; check
with your system manager. If anything that you do not understand ever happens after you type
your password, then change your password immediately.)
In some situations, the County authorizes more than one person to share a single account, but
this is seldom the best way to conduct collaborative work. Instead, use file sharing, groups,
and related features of the system you are using. Email can be redirected automatically to a
secretary, who can then fqrward it to you using a separate mailbox.
(8) No one shall misrepresent his or her identity or relationship to the County when obtaining or
using County computer or network privileges.
Comments: Naturally, you must not claim to be someone else, nor claim to have a different
relationship to the County than you actually do, when obtaining a computer account or access to a lab.
· You must not falsify your name, address, email address, or affiliation when sending email or
other messages from a County computer. Doing so can be illegal (Ga. Code 16-9-93.1 and
other laws against misrepresentation) as well as being an unacceptable use of the County's
facilities.
· On some systems, there are ways to post messages without revealing your name and
address. Anonymous communication is permissible when there is a legitimate need for
additional privacy. It is not a cover for fraudulent or obnoxious behavior, and in cases of abuse,
anonymous messages may be traced to their source. Deceptive communication, in which you
claim to be some other specific person, is never permitted.
· You can create confusion, and possibly violate trademark law, by using someone else's
trademark as your name on the Net. No matter how loyal a Kodak customer you may be, d.o
not call yourself "Kodak." That's their name, not yours.
4
, :
I .
I
J . I
AUGUSTA RICHMOND COUNTY
INFORMATION TECHNOLOGY
POLICIES AND PROCEDURES
(9) No one without specific authorization shall read, alter, or delete any other person's computer
files or electronic mail. This rule applies regardless of whether the operating system of the
computer permits these acts.
Comments: Do not even try to guess or steal other people's passwords, or read their files,
even if the computer permits this. Doing so would be like rummaging through someone else's
desk. Even if you can pick the lock, and even if there is no lock at all, you have no right to
intrude.
(10) No one shall download, copy, install, or use any software or data files in violation of
applicable copyrights or license agreements.
Comments: This rule forbids making unauthorized copies, for use elsewhere, of software
residing on the County's computers. It also forbids installing or using pirated software on
7. . County computers.
The price of a piece of software is not just the cost of the disk - it's also one user's share of the
cost of developing and supporting it. It is wrong to use software without paying your fair share.
As if that were not enough, unauthorized copying is usually a violation of federal copyright law.
Some software is "site licensed" and can be used on any County computer. (The terms of
various site licenses differ.) Some software is genuinely free; the author allows everyone to
use it free of charge. Before copying software, be sure what you are doing is legal, and
consult people who have full information; do not just give yourself the benefit of the doubt.
License checks: If strangers show up at your computer site saying they are there to check
software licenses, you should immediately contact Information Technology and your
administrative superiors. Software licenses do not normally authorize these surprise
inspections, and there is a substantial risk that the "inspectors" are not legitimate.
(11) No one shall create, install, or knowingly distribute a computer virus, 'Trojan horse," or
other surreptitiously destructive program on any County computer or network facility,
regardless of whether any demonstrable harm results.
Comments: A virus is a hidden computer program that secretly copies itself onto users' disks,
often damaging data. A Trojan horse is a program with a hidden, destructive function, or a
program designed to trick users into revealing confidential information such as passwords.
Even when the harm done by programs of these types is not readily evident, they confuse
beginning computer users, degrade CPU performance, and waste the time of system
managers who must remove them.
(12) No one without proper authorization shall modify or reconfigure the software or hardware
of any Count,y computer or network facilit,y.
Comments: Do not modify the hardware, operating system, or application software of a
County computer unless someone from Information Technology has given you permission.
The other users with whor:n you share the machine, and the technicians on whom you rely for
support, are expecting to find it set up exactly the way they left it.
(13) Users shall not place confidential information in computers without protecting it
appropriately. The County cannot guarantee the privacy of computer files, electronic mail, or
other information stored or transmitted by computer unless special arrangements are made.
Comments: Ordinary electronic mail is not private. Do not use it to transmit computer
passwords, credit card numbers, or information that would be, damaging if made public. Bear in
mind that some records are required by law, and by County policy, to be kept confidential. It is
also necessary to protect confidential information about employees, such as performance
evaluations. This applies not only to networked computers, but also to computers, tapes, or
disks that could be stolen; an increasing number of computer thieves are after data rather than
equipment.
The County will normally respect your privacy but cannot guarantee it absolutely. A normally
private file can end up being read by others many ways. If a disk is damaged, a system
administrator may have to read all the damaged files and try to reconstruct them. If email is
mis-addressed, it may go to one or more "postmasters" who will read it and try to correct the
address. For your own protectfon, system administrators will often look at unusual activity to
make sure your account has not fallen victim to a "cracker."
5
, .
.
I .
AUGUSTA RICHMOND COUNTY
INFORMATION TECHNOLOGY
POLICIES AND PROCEDURES
The Georgia Open Records Act applies to information stored in computers. This act gives
citizens the right to obtain copies of public records, including any record prepared, received, or
maintained by the County in the course of its operations. Some kinds of records are exempt;
among these are medical records, confidential hiring evaluations, trade secrets, and material
whose disclosure would violate copyright laws. Moreover, the Open Records Act is not a
license to snoop; requests for information must be made through proper administrative
channels.
(14) Users shall take full responsibility for messages that they transmit through the County's
computers and network facilities. No one shall use the County's computers to transmit
fraudulent, defamatory, harassing, obscene, or threatening messages or any communications
prohibited by law.
Comments: You have exactly the same responsibilities on the computer network as when
T . using other forms of communication. You must obey laws against fraud, defamation,
harassment, obscenity, solicitation of illegal acts, threatening or inciting violence, and the like.
Bear in mind that uninvited amorous or sexual messages are likely to be construed as
harassment. If you are bothered by uninvited email, ask the sender to stop, and then, if
necessary, consult a system administrator.
Use of the computers to circulate chain letters and pyramid schemes is not permitted. If
someone says, "Forward a copy of this to everyone you know on the Intemet," do not. Such
messages often contain misunderstood or outdated information, or even outright hoaxes. Even
when the information is legitimate, chain forwarding is a needlessly expensive way to distribute
it.
Never participate in schemes to deliberately flood a computer with excessive amounts of
email. "Mail bombing" can incapacitate a whole computer or even a whole subnetwork, not just
the intended victim.
It is considered good practice to use your real name, rather than a nickname or pseudonym, in
the headers of all outgoing communications. Use of nicknames is often interpreted as a sign of
immaturity or an indication that you are not taking full responsibility for what you are sending
out.
Fake electronic mail: All users should be aware that there is no guarantee that electronic mail
actually came from the person or site indicated in it. Deceptive electronic mail is easy to fake,
including the technical information in the header. Doing so is of course prohibited and is in
many cases against the law.
Hoaxes. scams. and false warnings: Hoaxes, pranks, and con games are common on the
Intemet. Be on the lookout for misguided "wamings" (about computer viruses, impending
legislation, etc.) and false appeals for charity (usually involving dying children). If you get a
message that spurs you tq. take immediate action, it is very likely to be a hoax, even if the
person who passed it along to you was perfectly sincere. In addition, genuine appeals that are
several years old are still circulating as if they were current. To reduce the spread of such
hoaxes, and to avoid annoying other people, do not spread such wamings. If you have a
concem, contact the Information Technology Department at 821-2522, or you can forward the
message ONLY to the Mail Administrator(administrator@co.richmond.ga.us). All official
wamings and notifications will come from the Information Technology Department of Augusta
Richmond County.
County letterhead: Use prudent caution when sending out any message that appears to be
an official communication from the County. If the header identifies your message as coming
from an administrative office or from the office of someone other than yourself (e.g., "Clerk of
Court"), recipients will presume that you are speaking for that office or person.
It is important to distinguish actions taken to punish a person from actions taken to protect a
system. If your account appears to have been misused or broken into, your system
administrator will inactivate it and contact you or wait to hear from you. This is done to stop'the
misuse and does not presume that you are the guilty person; you can expect to have your
6
. :
I ,
AUGUSTA RICHMOND COUNTY
INFORMATION TECHNOLOGY
POLICIES AND PROCEDURES
privileges reinstated right away, with new passwords, as soon as you identify yourself and
indicate willingness to follow the rules. Thus, you can resume using the computer while
investigation of the incident continues.
(15) Those who publish World Wide Web pages or similar information resources on County
computers shall take full responsibility for what they publish; shall respect the acceptable-use
conditions for the computer on which the material resides; shall obey all applicable laws; and
shall not publish commercial advertisements. References and links to commercial sites,
advertisements, and especially paid advertisements, are not permitted. Users shall not accept
payments, discounts, free merchandise or services, or any other remuneration in return for
placing anything on their web pages or similar facilities.
Comments: Web pages on the County's network are subject to the same rules as other uses
of the same facilities. Different County computers are set up for different purposes; System
. . administrators can advise about what is permitted at any particular site.
Only Augusta Richmond County Departments are allowed to have pages hosted on the '
County's computer systems. Furthermore, only links to other govemment agencies will be
allowed on the County's web page(s).
When you publish something on the World Wide Web, you are putting it before a potential
audience of millions. You have the same responsibilities as if you were publishing a
newspaper. If the content is libelous or deceptive, people can sue you and you can be held
personally liable.
Since there are laws against distributing obscene material (not just creating it), a link to an
obscene web site can be a violation of the law. This is true regardless of the status of the
Communications Decency Act or other new laws that specifically mention computers.
You are not allowed to view any material that is sexually explicit, obscene, or otherwise
offensive. Additionally, the County's sexual harassment policy prohibits you from displaying
sexually explicit material that interferes with anyone's work or personal performance or creates
an intimidating, hostile, or offensive environment.
If you want to reproduce copyrighted pictures, cartoons, or comic strips on your web page, you
must have the copyright owner's permission. It is not sufficient to reproduce the owner's
copyright notice; you must actually obtain permission for yourself, just as if you were publishing
the same material in a newspaper. Brief textual quotations do not always require permission
as long as the source is acknowledged and you are not reproducing a complete work (poem,
essay, etc.).
You must not accept payments, discounts, or anything of value in return for placing anything
on your web P9ge. The County's disk space and communication capacity are not yours to sell.
This applies to all computers directly connected to the County's network cables, even if they
are privately owned.
(16) Users shall comply with the ,regulations and policies of newsgroups, mailing lists, and
other public forums through wh'ich they disseminate messages.
Comments: When participating in Usenet newsgroups and similar forums, you must respect their
policies and practices, for two reasons:
· To join these networks, the County has to agree to abide by their policies. Misuse would
endanger the County's eligibility to participate.
· Most of the cost of transmitting any message in a discussion is bome by the sites that receive
it, not the site that send it out. Thus, you are the guest of the whole network community, and it
is important to abide by the policies and practices of the entire network.
The most ironclad rule is to respect the announced subject of each forum and not to post
anything off-topic.
Other things that are generally unwelcome include:
· Advertisements (except that many forums permit announcements that are directly relevant to
their subject areas);
· Multiple postings of the same material (a general-interest message should go in one general-
interest forum, not several specialized ones);
· SUNey questionnaires and other mass solicitations;
7
. I
.
I .
AUGUSTA RICHMOND COUNTY
INFORMATION TECHNOLOGY
POUCIES AND PROCEDURES
· Questions that are easily answered by looking in dictionaries, encyclopedias, or readily
available software manuals;
· Uninformative criticisms of other people's postings (unwelcome material posted by others
should be ignored, not discussed);
· Postings that are misspelled, obscurely worded, or TYPED IN ALL CAPITALS LIKE THIS;
· Postings that say "Test message, please ignore" (try out your software when you actually have
something to say, or use a test newsgroup).
Before posting anything, make sure that you know how to cancel it in case you subsequently
discover that it is redundant or misinformed. In addition, before posting in any Usenet newsgroup,
read the appropriate guidelines for new Usenet users, and read some of the messages that are
already there so you can be sure you have not misjudged the newsgroup's subject or purpose.
AJways assume that everyone in the entire world can read what you are posting, that permanent
. . copies will be kept at several sites, and that you will be expected to take full responsibility for
everything you say. Do not post anything that you would not want to see quoted in a major
newspaper.
Remember that newsgroups are not confined to the United States. You will sometimes see
postings from other countries in their native languages, and you will often see postings from senior
professionals in their fields.
(17) Users shall not utilize any electronic mail services other than those maintained by Augusta
Richmond County's Information Technology Department.
Comments: You are prohibited from using other mail services such as AOL, Yahoo(tm),
HotMail, MailCity, MSN, etc... These types of servers cause several problems including, (but
not limited to): a lack of security and increased bandwidth usage. Interacting with a single
piece of email on a remote mail service can take up as much as 7 times the normal bandwidth
used by interacting with the local mail server(s). This means the network traffic could be
slowed down unnecessarily.
(18) Data which is exempted from disclosure under the Freedom of Information Act (Public Law
93-502) or whose disclosure is forbidden by the Privacy Act (Public Law 93-579) will not be
transmitted over the Internet network unless encrypted.
"Note: Logon IDs and passwords are frequently classified as sensitive information."
(19) Firewall compromise would be potentially disastrous to subnet security. For this reason,
Augusta Richmond County will, as far as is practical, adhere to the below listed stipulations
when configuring and using firewalls.
(1) Limit firewall accounts to only those absolutely necessary, such as the administrator.
If practical, disable network logins.
(2) Use smartcard or authentication tokens to provide a much higher degree of security
than that provided by simple passwords. Challenge-response and one-time password
cards are easily integrated with most popular systems.
(3) Remove compilers, editors, and other program development tools from the firewall
system(s) that could enab.le a cracker to install Trojan horse software or backdoors.
(4) Do not run any vulnerable protocols on the firewall such as TFTP, NIS, NFS, UUCP.
(5) Consider disabling finger command. The finger command can be used to leak
valuable user information.
(6) Consider not using the e-mail gateway commands (EXPN and VFRY) which can be
used by crackers to probe for user addresses.
(7) Do not permit loopholes in firewall systems to allow friendly systems or users special
entrance access. The firewall should not view any attempt to gain access to the
computers behind the firewall as friendly.
(8) Disable any feature of the firewall that is not needed, including other network access,
user shells, applications, and so forth.
(9) Turn on full logging at the firewall and read the logs weekly at a minimum.
8
,!
I .
. r
AUGUSTA RICHMOND COUNTY
INFORMA llON TECHNOLOGY
POLICIES AND PROCEDURES
Acquisition or Relocation of equipment
The first place to get new equipment ordered is through your Information Technology
(hereafter referred to as IT) Application Manager. They are responsible for finding what
you need for your department. Normally this is handle through every department's
budget. Any other purchases for equipment will go to the application manager. The list of
equipment includes computers, printers, and software.
7. .
· Communications equipment are handled through the LAN Supervisor.
· Telephones and Cell-phones are handled through the Telecommunications Specialist.
· Radios will be handled are handled through the Technical Manager.
· Relocation requests are handled by placing a request with your IT Application
Manager.
Any costs associated with a user's attempting to repair and/or relocate equipment will be
bome by the employee responsible.
Data Integrity
There are several ways to ensure that your information is secured.
· Any information that is on the Network (Augsuta1, Superior Court, RCSD) is backed
up every week. To place your information on the network drives, save the data to the
"M: - network drive" or to your "N: - shared drive".
· The System Administrator backs up all information on the Mainframe systems (HP 1 -
HP 6) on a routine basis.
You are responsible for any information generated by your computer. If you require
assistance backing up your critical files from your computer, please contact the Training
Coordinator for help.
Electronic Mail ~torage
Augusta Richmond County policy defines principal categories of Email materials that are
to be preserved as: "
· records that document the formulation and execution of basic policies and decisions
and the taking of necessary actions;
· records that document important meetings;
· records that make possible a proper scrutiny by duly authorized agencies of the
government; and
· records that protect the financial, legal, and other rights of Augusta Richmond County
and persons directly affected by Augusta Richmond County actions.
Electronic messages that may qualify as Govemment Records include electronic
messages that provide substantive comments on a draft memorandum (if the message
adds to the understanding of or contribution to the formulation of policy or execution of
Augusta Richmond County action), documentation of significant Augusta Richmond
County organizations' decisions and commitments reached orally (person to person, by
telecommunications, or in conference) and not otherwise documented by Augusta
Richmond County files.
9
. ~
AUGUSTA RICHMOND COUNTY
INFORMATION TECHNOLOGY
POLICIES AND PROCEDURES
Email messages shall not be deleted if they meet County, State or Federal records
retention guidelines. Their preservation can be part of the Augusta Richmond County
organized off-site, remote storage procedures. Contact the IT Department for further
information on this matter.
Electronic Mail data is backed up solely for the purpose of being able to recreate the post
office and files in case of hardware or software failure. Users should not rely on these
backups for storage of e-mail messages and should not store non-transitory e-mail
messages on a local drive.
. .
Reporting Problems
When you have a problem with your equipment, the first person to contact is your
Application Manager. They will ask for information pertaining to your problem. This
includes Name, Department, Phone Number, and the type of problem you are having. If
you cannot get in touch with that person, call 821-2522 and leave the following
information:
Name,
Department,
Phone number,
Where you are located (Building, Floor, Office number, etc...)
The type of problem you are having.
(Please be specific and give as much information about the problem as possible)
This information will be entered into a Trouble Ticket. Please ask for your ticket number
for this is the only way to track your problem. The LAN Administrators take each ticket on
a first come basis.
The Information Technology Department reserves the right to modify the order in which, tiCkets are
completed due to circumstances such as Network or PC emergencies that may result in the loss of
information. ' ,
Emergencies After HoursIHolidays
For emergency service after normal working hours, holidays and weekends,
contact the IT On Call personnel at 706-771-2374.
10
.'
.
I, I l
AUGUSTA RICHMOND COUNTY
INFORMATION TECHNOLOGY
POUCIES AND PROCEDURES
Map and Digital Data Release Policy
Concept
This Augusta Geographic Information System (GIS) Release Policy has been established to
ensure that GIS information in map and digital form is made available fairly and equitably to all
persons who desire it.
Release of Paper Maps.
T. .
Paper maps will be released according to the attached release process (Appendix C) and price
schedule (Appendix D). Copies of orthophoto mylars and cadastral maps can be purchased at the
Tax Assessor's Office and do not require approval from the GIS office. The sale of other maps will
take place only after a product request (form GISP-1 found as Appendix E) has been filled out.
Conditions regarding release of paper maps are as follows:
A. Media. The city will print maps on white bond paper, and is not obligated to provide maps on
other media.
B. Timeliness. The GIS staff will provide maps as soon as is practical. In special cases, such as
in the matter of custom maps or large orders, the GIS staff will provide the maps as soon as
possible, in a time period not to exceed one week unless a different time frame is agreed upon
at the time of the order.
C. Cost. A plotting fee will be charged for all printed maps. A labor charge of $40 per hour, plus
the plotting fee, shall be charged to all releases of custom maps. The fee schedule for plotting
is found in Appendix D.
D. Release to City Departments, Managers, and Elected Officials. Maps will be created and
released to city departments to assist in management. Employees or city departments
needing maps for city business will be exempt from charges except under the following
circumstances:
1. Enterprise Funds. Enterprise funds may be charged depending upon the scope of
work. .
2. Elected Officials. After an elected official has qualified to run for re-election, he will
not be entitled to maps for use in the campaign without incurring a cost as does his
opponent. ,.
E. Requests to Vendors. The vendors that developed data for the Augusta-Richmond County
GIS maintain some maps after the close of the contract for archival purposes. These vendors
occasionally receive requests from third parties for map release. These requests should be
referred to Augusta GIS.
F. Disclaimer. All paper maps must have the Augusta GIS Disclaimer attached.
Release of Digital Data
All requests for the release of digital data shall be processed through the GIS Office. The process
through which this data is released is the same as that for the paper maps described in Appendix
C. The following conditions shall apply to the release of digital data.
1. Media. Digital data may be released in any of four ways: 3.5" diskette, 4mm tape, CD-ROM,
and e-mail as conditions allow. These are subject to change as new storage technology is
acquired. The city is not obligated to provide data when the purchaser asks for data on a form
of media that the city does not maintain.
11
. '
.
AUGUSTA RICHMOND COUNTY
INFORMATION TECHNOLOGY
POUCIES AND PROCEDURES
2. Timeliness. The release of digital data entails more time and effort on the part of the GIS
staff, since the customer may require a custom order. The GIS staff will provide the data as
soon as it is practical, in a time period not to exceed two weeks except in extreme instances, in
which case the customer shall be notified.
3. Cost.
1) Custom Work. A charge of $40 per hour shall be charged to all digital releases, with
a two-hour minimum applied to each order. This charge entails media, customization
work, and the time required to run the data to media. Custom digital data releases are
defined as those that require the GIS staff to clip or assemble areas that do not
conform to predefined boundaries.
2) Standard Data. Releases that involve pre-defined areas such as tax parcel tiles or
county-wide extents will be priced according to the schedule in Appendix D.
4. Format. GIS Data will be released in any format that can be written from Arc/Info or ArcView
software. Database information will be released in a standard database format, to include
dBase and ASCII. The city is not obligated to provide digital information when the purchaser
has incompatible software.
5. Resale. Data is released with the understanding that it is not to be repackaged and resold by
the entity to whom the data was released, except with the express written permission of the
Augusta-Richmond County Commission or the Administrator.
6. Release at No Charge (Private Companies). In certain circumstances, the Augusta-
Richmond County Commission or Administrator may release data at no cost to private
companies or individuals when it will serve the best interests of the city. This is provided as a
courtesy, and does not obligate the city to further no-cost releases to the aforementioned
company or individual. All releases to private companies incurring no charge will be approved
in advance by the city administrator. Restrictions involving resale shall apply to such release.
7. Release at No Charge (Public Agencies and Public Utilities). Public Agencies and Utilities
may have data released to them at no cost, provided that the request can be filled within two
hours (to be allotted on a monthly basis). Requests that exceed that amount may be charged
at the amount that private companies pay, starting with the third hour of labor. Private
organizations working as an agent of a Public Agency or Utility (such as an engineering
company working for a Georgia State Department) may receive data at no cost, subject to the
permission of the city administrator. Restrictions involving resale shall apply to such a release.
A. Requests to Vendors from Third Parties. The vendors that developed data for the Augusta-
Richmond County GIS maintain the data after the close of the contract for archival purposes.
These vendors occasionally receive requests from third parties for data release. These
requests should be referred to Augusta GIS.
B. Release over the Internet. The City of Augusta maintains a site on the World Wide Web
(WNW). This site will be s:onfigured to allow the purchase and download of GIS information
through the WWW.This includes the acts of selecting data, accepting a legally-binding license
agreement, and arranging the purchase and subsequent release of the data. All releases of
data over the Internet are subject to a monetary fee.
12
"
.
AUGUSTA RICHMOND COUNTY
INFORMA TlON TECHNOLOGY
POLICIES AND PROCEDURES
Disclaimer
The following disclaimer shall be placed upon and applied to all maps released by the Augusta
GIS Office and applies to all paper and mylar maps as well as all digital data.
"The data represented on this map has been compiled by the best methods available.
Accuracy is contingent upon the source information as compiled by various agencies and
departments both internal and external to the consolidated government of Augusta, GA.
T. .
Users of the data represented on this map are hereby notified that the primary
information sources should be consulted for verification of the information contained
herein. The consolidated government of Augusta and the companies contracted to
develop these data assume no legal responsibilities for the information or accuracy
contained on this map.
It is strictly forbidden to sell or reproduce these maps or data for any reason without the
written consent of the Augusta-Richmond County Commission."
Data Release Agreement
Prior to the release of any digital data, the individual or agent of a company receiving data
shall sign a release statement. This statement may be signed only once by an individual or
company - after that it is to be understood that they accept the terms of the agreement from
that point forward. The Augusta GIS staff may require a new license agreement to be signed
at any time, to account for changes in the data release policy or the status of the customer.
"I have read the GIS Map and Digital Data Release Policy. I agree to pay the costs
incurred for the distribution of this data, I understand my rights concerning access to
this data, and I covenant and agree to abide by the restrictions stipulated by the
government of Augusta, GA for the use of tWs data. I understand that the violation of
any stipulation of this policy will result in the revocation of my rights to purchase
Augusta GIS data."
"
13
.. ,-I
AUGUSTA RICHMOND COUNTY
INFORMATION TECHNOLOGY
POLICIES AND PROCEDURES
Telephone Usage Policy .
General
7. .
The Telecommunications Coordinator's area of responsibility encompasses
management, administration and maintenance of provider invoicing and contracts,
service trouble reporting and repair, service, system and equipment upgrades and
installations. These services are extended to over 1,650 telephone users and 75
departments in the Augusta Richmond County government. Traditionally these
management, administration and maintenance areas of responsibility require separate
dedicated staffing. In order to perform these tasks and avoid an overwhelming burden on
the Telecommunication Coordinator, the Telephone Services Contact (TSC) program
was developed and implemented.
The program allows department heads the opportunity to effectively control
telecommunications spending, assets and access vital telecommunications information
for planning purposes within each department. The use of the TSC program provides a
great deal of advantage to the Telecommunications Coordinator. With TSC assistance,
much more effective and practical services are provided to each department. When used
properly and in accordance with the procedures outlined below the program will allow
rapid response to trouble repairs and service Moves, Adds and Changes (MAC) service.
Purpose
The Telephone Services Contact (TSC) program is designed to provide a time
and cost effective approach to requested telephone service and repair. Information
Technology has a strong desire to provide the best service to our customers. In order to
provide the desired effect in services the following guidelines must be followed.
Telephone Servi~e Contacts
APPOINTMENTS
,.
Telephone Services Contact and alternate Telephone Services Contact
appointments will be accepted from department heads only. In larger departments,
supporting several divisiohS, additional TSC's may be assigned as needed. Appointments
must be submitted in writing, via fax, e-mail or letter to Information Technology, Attention:
Telecommunications Coordinator.
RESPONSIBILITIES
MONTHLY BILLING CONTROL
Information Technology will send the appropriate portion of monthly telephone invoices to each
department head or TSC. The department head or TSC is responsible for checking the invoice
for unauthorized or incorrect toll (long distance) charges or services not associated with their
departrflent. TSCs or department heads must make a reasonable effort to identify errors and
unauthorized charges or services. When detected, discrepancies need to be brought to the
attention of the Telecommunications Coordinator. Matters conceming employees using county
equipment or services for personal use are the responsibility of the department. Recuperation
14
. ,
.
AUGUSTA RICHMOND COUNTY
INFORMATION TECHNOLOGY
POLICIES AND PROCEDURES
of monies for personal toll service (long distance) telephone calls falls under the direct control
and authority of the department involved.
SERVICE REQUEST CONTROL
TSCs or department heads will approve or disapprove all telephone service requests or
Moves Adds and Changes (MACs) within their area of responsibility. Requests for
telephone services (additional telephone services, features, lines or equipment moves)
must t3e submitted in writing with justification to the Telecommunication Coordinator.
When additional telephone equipment, or contract services are required, a purchase
order will be submitted to Information Technology to cover costs. All approved service
requests will be submitted to Information Technology located in building A 101, 535
Greene Street, telephone 821-2422. "
>. .
TROUBLE, REPAIR AND EMERGENCY REQUEST CONTROL
Telephone Services Contacts will call 821-2522 to report telephone troubles, and submit
requests for telephone repair and emergency restoration of telephone service. In order to
report telephone troubles Information Technology requires the following information:
Person to contact, call back telephone number, street address and office hours where
problem is located, telephone number or numbers being reported, and description of the
problem. -
Infonnation Technology Responsibilities
MONTHLY BILLING CONTROL
Discrepancies reported to the Telecommunications Coordinator will be reported to the
appropriate contractor for resolution. Billing solutions typically require two or three billing
periods to clear.
Overcharges will be shown as a credit on the monthly invoice when they have been
cleared from the account.
WORK REQUEST CONTROL
The Telecommunications Coordinator will review MAC service requests. The
Telecommunications Coordinator will survey, when necessary, and advise on the
feasibility of the request, provide an estimate on time, parts and funding requirements,
schedule and complete the request. Trouble and repair requests will be processed and
completed on a priority basis over all other MAC service requests.
TROUBLE, REPAIR AND EMERGENCY REQUEST CONTROL
All telephone related probJems will be retrieve from the Information Technology trouble
desk and reported to the appropriate contractor and IT personnel on a priority basis. The
telecommunications Coordinator will be informed of and respond to emergencies by the
trouble desk immediately. Trouble desk personnel, for Status. control and documentation
purposes will enter trouble reports in the Information Tech"nology Tasking system.
15
. ,
I. ,.
AUGUSTA RICHMOND COUNTY
INFORMA TlON TECHNOLOGY
POLICIES AND PROCEDURES
Telephone Service Requests
(Telephone adds, moves or changes in service, and emergencies)
Submit all troubles, requests for repair, moves, adds and changes to services to the assigned
Telephone Services Contact person in your Department.
Information Technology will accept requests for service, troubles and requests for repair from
Telephone Services Contacts only.
r. .
Telephone Services Contacts can submit service requests and report repair/trouble problems to
the Information Technology Department desk at 821-2522, Monday through Friday from 8:30AM
to 5:00 PM.
Emergencies After HoursIHolidays
For emergency restoration of service after normal working hours, holidays and
weekends, call the KMC 24 Hour Trouble Desk at 1-800-850-9048.
Refer to account number (706) 821-1000,
Augusta Richmond County Commissioners.
530 Greene Street, Augusta Georgia.
The first regular workday after the emergency, advise the Information Technology
Help Desk at 821-2540.
NOTE: Failure to ~ollow these procedures will cause a delay in service restoration.
...
16
.'
.
AUGUSTA RICHMOND COUNTY
INFORMATION TECHNOLOGY
POUCIES AND PROCEDURES
TWO-WAY RADIO POLICIES
. .
1. Radios will be utilized for Official Business Only;
2. No Profanity will be transmitted on said radio;
3. Employee shall utilize authorized Talk Groups only;
4. No programming changes will be made unless approved by IT; .
5. No Hardware or Accessories will be added or altered except by IT or authorized
personnel;
6. Each Employee assigned a radio will be responsible for said unit and accessories
to include replacement in the event of loss or damage due to negligence;
7. Any damage or loss will be noted in writing to IT and Risk Management
Immediately; Replacement options will be left to the discretion of the department
Director/Manager -
8. No Sexually explicit communication will be tolerated in any form while using said
system;
9. No radios will be used as a scanner after hours except as authorized by Dept. Head;
10. All transmissions will be kept as brief as possible;
11. All repairs and re-programming will be Directed through IT;
12. Said radio system and equipment is Controlled and Directed through IT;
13. Emergency radio functions will be reserved for life threatening functions only.
As each radio is issued an electronic ill number which is printed to a computer every time the talk
button is keyed on a radio, said unit will be identified each time the radio is used.
THE MUTUAL AIDE CHANNEL WILL BE UTILIZED ONLY IN EMERGENCIES THAT
REQUIRE IMMEDIATE RESPONSE FROM PUBLIC SAFETY DEPTS.(I.E. Injuries, Fire, Threat
of Loss of Life; ETC.)
Any Violation of the above listed policy shall be Subject to the Policy and Procedures of Augusta-
Richmond County Government and associated Disciplinary Actions. Any problems or questions
concerning said system and equiplllent shall be directed to this Department.
17
a' ,..
. .
AUGUSTA RICHMOND COUNlY
INFORMATION TECHNOLOGY
POLICIES AND PROCEDURES
Procedures During Major
Incidents
(Natural Disasters, etc.)
1. In addition to the 24 Hour Network Operations Center, additional SCI personnel will be
placed on 24 How watch of the SmartZone System from either the control point located at
the Palmetto Center or the alternate control point located at 440 Knox Abbott Drive in
Cayce.
2. SCI personnel will monitor "Zone Watch" for system traffic in the affected and surrounding
areas.
3. When the Governor has declared a state of emergency, the Interconnect feature will be
removed from all sites in the vicinity of the emergency. No notification will be made.
However, shouldthe SmartZone System begin to incur busies prior to that declaration, a
telephone call will be placed to a specific individual as designated by the user. All users
should provide a primary and alternate contact for emergency notification. These contacts
must have a direct telephone number, not an answering machine or pager. (Form SP1)
4. Should the particular emergency be of a "sudden" nature with an anticipated service
affecting life span of at least one (1) how, a determination of the impact on the SmartZone
System will be made and notification of any intent to remove features will be made as
stated in paragraph 3.
5. When the Governor has declared a state of emergency, the Private Call feature will be
removed globally. However, should the SmartZone System begin to incur busies prior to
F
that declaration, notification of any intent to remove features will be made as stated in
paragraph 3. Understanding that certain command level radios depend on the private call
feature for developing and monitoring an emergency action plan, each user will provide a
list of radio ID's that need the private call feature. These radios will be reactivated as
quickly as possible beginning with the user closest to the emergency. (SCANA
Communications, Inc. reserves the right to limit the number of radios that the private call
feature may have reactivated to an equal ratio per user by number of radios on the
system.) Should the SmartZone System begin to incur busies after the reactivation has
been completed, the User Identified radios indicated as least priority will have the feature
removed. This will be done equally among the effected users with the same type ratio as
18
.'
AUGUSTA RICHMOND COUNTY
INFORMATION TECHNOLOGY
POUCIES AND PROCEDURES
6. To the extent possible, the users should initiate use of the Mutual Aid Procedures to
enhance their service and ability to transmit should the emergency begin to load the
SmartZone System with a substantial busy time. The Mutual Aid Procedures provide
higher talkgroup priority than normal dispatch talkgroups. Users me strongly encouraged
to follow the Mutual Aid Procedures, as this is the appropriate method to enable higher
talkgroup priorities during emergencies.
Paragraphs 1 through 6 as implemented will be reversed once the emergency has
ended. Time for reversal will be within two (2) hours. Any problems after that
. , period should be reported to the Situation Manager on call. This information is
NOTE:
These procedures will be followed for each user that has completed Form SP1
(Storm Plan Notification and Command Level Radio Information). In the absence
of this form SCANA Communications, Inc. will proceed with all the above
procedures excluding the prior notification and immediate reactivation of the
private call feature. (Special Requests during an actual emergency will be
handled on a case by case basis and dependant upon its effect on the
SmartZone System and other users)
Any time periods referenced in these procedures are estimated and can vary;
depending upon the impact the emergency has on the SmartZone system.
..
19
,
I , ~ 1
AUGUSTA RICHMOND COUNlY
INFORMA -nON TECHNOLOGY
POLICIES AND PROCEDURES
POLICY ON CELLULAR TELEPHONES
Purpose
7. .
The cellular telephone is an emerging technology that a few years ago
was uncommon in the public or private workplace. However, like
computer technology, mobile telephone technology service is increasingly
used in the workplace because it often boosts the productivity of staff in
the field and away from other means of communication. Cellular
telephones are also invaluable in crisis situations.
Currently no written policy exists to guide decision makers in determining
who should be issued a cellular telephone or when that telephone should
be used. This has resulted in a lack of coordinated control over the
acquisition and the use of cellular telephones. Most have been purchased
through the normal purchasing process; however, there are some cellular
telephones that have been acquired outside the normal process. This
policy gives guidelines for issuing a cellular telephone, procedures for
purchasing and bill payment, and guidelines for cellular telephone use.
Policy
As of May 1, 1998 all cellular telephones must be approved by the
Administrator and IT. All purchases will be processed, to include
notification of telephone pick-up/delivery to the vendor, by IT. All cellular
telephone purchases and payments will be made to a new minor code,
51211. Usage guidelines must be read and signed by all employees
assigned a cellular telephone. Expenditures will be subject to audit.
The following guidelines have been established for cellular telephones.
20
AUGUSTA RICHMOND COUNTY
INFORMA nON TECHNOLOGY
POUCIES AND PROCEDURES
ISSUANCE STANDARDS:
A cellular telephone request may be submitted only if it meets at least one of four standards. Each
request must show to whom the telephone will be assigned and the person's position.
1. Level of Responsibility: An individual user must be at a level of responsibility
where significant policy determinations are either made or developed such as
the City Administrator or selected Department Head. The positions should
require the individual to be on-call at all times.
" .
2. Emergency Response: An individual user is deemed by the Department Head
to require access to a cellular telephone for emergency response purposes.
3. Field Level: An individual user has direct responsibility for managing field
operations. The person's job requires a significant amount of time in the field
or in a vehicle. The job has a high volume of time-sensitive calls.
4. PubliclEmployee Safety: Continuous contact or immediate response is
required to promote safety. The individual must hold a duty assignment that
requires continuos contact or immediate response to situations that remote
public and/or employee safety.
In addition to one of the four standards above, the following standard must be met.
5. Access to Other Equipment: Individuals currently assigned other telephone,
radio or electronic equipment must show that current equipment is not
adequate for contact that is needed.
PURCHASING AND BILL PAYMENT:
"
Cellular telephones may be budgeted or purchased during the year. For either situation, the
following steps will be followed:
1. A department wishing to purchase a cellular telephone must submit a request
form to the IT Department.
2. IT will work with the department to complete the cost and comment section
and forward the application to the Finance Department.
3. Upon review, IT will recommend approval or denial and forward the
application to the Administrator. If it is approved, it will be returned to IT for
processing.
21
AUGUSTA RICHMOND COUNTY
INFORMATION TECHNOLOGY
POLICIES AND PROCEDURES
4. A copy of the application will be returned to the Department.
5. IT will notify the department when the telephone can be picked up along with
a copy of the employee usage guidelines which is to be signed for by the
employee.
6. All bills will be sent directly from the vendor to Accounting for payment.
7. A copy of the telephone bills will be sent to the department for their review.
T .
Employee Usage Guidelines:
1. These employee usage guidelines (plus any additional restrictions imposed by
the department) should be given to and signed for by the employee at the
time the cellular telephone is issued.
2. Cellular telephones should not be used for outgoing calls in a City facility
where .there is a telephone line available.
3. If a pager is provided together with a cellular telephone, the pager should be
used to screen calls that can be retumed on a line telephone.
4. Cellular telephones are primarily for City business purposes only. Every effort
should be made to contain calls to five (5) minutes or less. Over limit calls
may be evidence of misuse and are subject to appropriate disciplinary action.
ReiIT)bursements of calls will be left to the discretion of the Department
Director/Manager.
5. Employees are expected to exercise good judgement while using the cellular
network. Cellular tel~phones are subject to monitoring with simplified radio
scanner technology, and therefore are not suitable for conversations where
privacy or security is a. requirement.
6. Cellular telephones should not be left accessible to others such as in an
unlocked car or on a desk.
7. Employees are expected to practice safety while using the cellular network.
Cellular telephones should not be used while the employee is mobile. This
includes walking, driving, biking, etc.
8. Cellul~r telephone use will be randomly audited.
9. Cellular telephones should not be transferred to individuals without an
approved application for assignment of a cellular telephone.
22
AUGUSTA RICHMOND COUNTY
INFORMATION TECHNOLOGY
POLICIES AND PROCEDURES
Responsibilities:
Internal Auditor Responsibilities:
1. Audit cellular telephone use.
User Department Responsibilities
1. Verify that all departmental requests for cellular telephones meet the City's
standards.
2. Review the potential use of pagers or radio communications in conjunction
with or instead of a cellular telephone to determine the most cost~ffective
use.
3. Do not transfer cellular telephones to individuals without an approved
application for assignment of a cellular telephone.
4. Maintain an accurate inventory of cellular telephone users (by name) in their
department and immediately report any changes to IT.
5. Cooperate with Management and Auditing to review billings that are audited.
6. Insure funds are available to cover cellular telephone expenses.
IT Department Responsibilities
1. Only approve cellular telephones requests which meet issuance standards
2. Only issue cellular telephones to individuals with an approved application for a
cellular telephone
3. IT keeps a current inventory of individual cellular telephone users by
department and conducts an inventory on an annual basis.
4. Act as the City's representative in contacting for citywide cellular telephone
equipment and service when properly notified.
5. Act as the City's single point of new service notification, service activation,
deactivation, or service change.
6. Issue suggestions and advice regarding cellular telephone management.
7. Prepare invoices for payment
8. Send a copy of tele ne bills to the user department for review on a monthly
basis.
Approved on
Approved by:
Attested by'
23
"
AUGUSTA RICHMOND COUNTY
INFORMATION TECHNOLOGY
POLICIES AND PROCEDURES
Appendices
Appendix A - Federal Regulations
7. .
FRA regulation (44 U.S.C. 3101) states that documentation materials are Federal records
when they are made or received by an agency under Federal law or in connection with public
business; and are preserved or are appropriate for preservation as evidence of the
organization, functions, policies, decisions, procedures, operations, or other activities of the
Govemment, or because of the informational value of the data in them.
Appendix B - Relevant Laws Regarding Computer Usage
New state and federal laws conceming computer abuse continue to be passed, and important
court decisions occur frequently. For up-to-date guidance about specific questions, consult the
Information Technology Department. Remember that legal advice circulated on the Intemet is
unreliable. -
Computer crimes defined by Georgia law were mentioned in the comments on rule 1. In
addition, there is a specific law against electronic distribution of obscene material to minors
(Ga. Code 16-12-100.1).
Federal law (18 USC 1030) provides for fines and imprisonment up to 20 years for
unauthorized or fraudulent use of computers that are used by or for the federal govemment
(which includes many of the computers on the net), and for unauthorized disclosure of
passwords and similar information when this affects interstate commerce. (Recall that net
messages, as well as long-distance telephone calls, are interstate commerce and thus fall
under this law.)
The Electronic Communications Privacy Act (18 USC 2701-2709) and other wiretap laws
prohibit unauthorized interception of electronic communications, including electronic mail.
Pyramid schemes and chain letters that ask for money or anything else of value are illegal
under various state and federal laws and postal regulations. The people running these
schemes generally claim to have found loopholes in the law, but their claims should not be
believed. Even, if a pyramid scheme were legal in itself, it would be illegal to use a County .
computer to participate in it for personal gain.
Computer users must also obey laws against private use of state property, divulging
confidential personnel records, copyright infringement, fraud, slander, libel, harassment, and
obscenity. Laws against obscene or harassing telephone calls apply to computers that are
accessed by telephone. The Georgia Open Records Act applies to records stored in
computers as well as on paper.
The County must obey the policies of the State system (DOAS) and the regulations of the
nationwide and worldwide networks to which its computers are connected.
24
I J I .,.
\
'r
AUGUSTA RICHMOND COUNTY
INFORMATION TECHNOLOGY
POLICIES AND PROCEDURES
Appendix C - Map and Digital Data Release Process
The process for obtaining paper maps is as follows:
7 .
I. The purchaser shall file a written request with the GIS office using the Map and Digital Data Product
Request (Form GISP-I). Facsimile or e-mail requests can be filed by first calling 706-821-2862 or
706-821-2864 for information. A written record of all map requests will be kept, even if there is to be
no charge involved.
2. The GIS staff will review the requirements of the sale.
3. A bill will be created by the GIS staff for the amount of the sale. This is accomplished by completing
the price table on form GISP-l.
4. The purchaser will pay for the map at the Accounting Department or remit payment via US Mail.
Checks are payable to: Augusta-Richmond County Commission
5. The purchaser will receive their map upon presentation or verification of the receipt from Accounting.
For phone requests, the map will be sent to the purchaser. A minimum $5.00 charge will be placed on
the order ifit must be mailed, regardless of the size of the map(s).
The process for obtainina digital data from Augusta GIS staff is as follows:
I. The purchaser shall file a written request with the GIS office using the Map and Digital Data Product
Request (Form GISP-I). Facsimile or e-mail requests can be filed by first calling 706-821-2862 or
706-821-2864 for information. A written record of all map requests will be kept, even if there is to be
no charge involved.
2. The GIS staff will review the requirements of the sale. For all data releases, a form GISP-2 will be
filled out by the GIS staff and submitted to the City Administrator for approval.
3. If the Administrator approves the release, a bill will be created by the GIS staff for the amount of the
sale. This is accomplished by completing the price table on form GISP-l. The purchaser will read the
data release policy and sign the Release Statement located at the bottom of the form. This Release
Statement will be signed regardless of whether there will be a cost charged to the purchaser.
4. The purchaser will pay for the data at the Accounting Department or remit payment via US Mail.
Checks are payable to: Augusta-Richmond County Commission
5. The purchaser will receive their data upon presentation or verification of the receipt from Accounting.
For phone requests, the map will be sent to the purchaser.
Obtaining' digital data via the Internet (effective upon activiation of Internet
capability):
1. The purchaser shall obtain access to the City of Augusta's World Wide Web site and proceed to
the GIS page. Once there, they shall be able to obtain data by selecting an area of interest and
choosing the layers that they w~nt.
2. The purchaser shall pay for data in one of two ways (both of these methods require the acceptance
of an on-line data license agreement):
a. One-time purchasers will have the opportunity to use a credit card to facilitate their purchase.
Purchasers that wish to purchase a subscription will have the opportunity to purchase data
with the option of continuing to do so over the course of a year without incurring any additional
cost. Purchasing a subscription entitles the subscriber to all Augusta GIS data, county-wideaand by tile, for one year from the date of the establishment of the subscription.
25
.. ~ . ..A
\ I
AUGUSTA RICHMOND COUNTY
INFORMATION TECHNOLOGY
POLICIES AND PROCEDURES
Appendix D - Map Product Prices
Standard Paper Map Products
, .
Map Product Blue Une Original
1993 Aerial Photograph (by tile) $10.00 N1A
Cadastral [Tax) Map (by tile) $10.00 $20.00
Planimetric Map (by tile) $10.00 $20.00
Flood Plain Map (by tile) $10.00 $20.00
Soil Map (by tile) $10.00 $20.00
Individual Parcel/Parcel Group Map $10.00 $25.00
* Blue Line copies can only be created if an original exists.
Maps by Size
Map Size Inches Cost
Pre-prepared Maps: Commission A-Size 8.5 x 11 $5.00
Districts, School Districts, Voting B-Size 11 x 17 $7.50
Predncts, School Locations,
Roads, Par1<s, etc. C-Size 17 x 22 $10.00
D-Size 34x22 $20.00
E-Size 48 x 36 $30.00
Custom Maps
Any map that is not pre-prepared will be regarded as a custom map. This includes
maps of specific neighborhoods, districts, or other features. Custom Map Plots are
the same cost as the county-wide maps above, except that custom maps incur a
$40.00 per hour charge for the GIS staff to develop.
DIGITAL DATA PRODUCT PRICES
A. 100' and 200' Map Tile Data
The following data layers are available for 100' and 200' scale tiles. Price difference is
based on maintenance: $2 layers are NOT updated by the county; $3 layers are part of a
data maintenance program.
Layers (in ESRI Arcllnfo or DXF format) Cost
Per Tile
Parcel Lines, Road Centerlines, Building Footprints, Edge 'of $3
Pavement, Water & Sewer Utility Information
Railroads, 5-foot Contour Lines, Fence Lines, Soil Maps, Flood Zones, $2
Vegetation, Utility Poles, State Plane Coordinate Grid Points, Spot
Elevations, Hydrography, Tile Boundaries, Flood Zones, National
Wetlands Inventory, and Census Boundaries
26
.
I .
~
j
AUGUSTA RICHMOND COUNTY
INFORMATION TECHNOLOGY
POUCIES AND PROCEDURES
Appendix D - Map Product Prices (cont.)
Example: XYZ Engineering wants two map tiles of data with three
layers:
Layers Tiles Cost Per Total
Tile
Parcel Lines 3 3 9
5-foot contour lines 3 2 6
Total Cost $15
'. B.
Digital Orthophotography
1994 Digital orthophotography is available in two formats: TIFF and MrSID. Both
of these formats cost $5.00 per tile when purchased separately. The entire county is
available in MrSID format on two CDs for $2,000. These data will be released on
CDROM or 4mm tape only. Because of their size, digital orthophotographs will not
be made available over the Internet. Digital orthophotos are NOT included in the
data subscription to be discussed later in this document.
C. County-Wide Data
The data layers named in Section A above are available in county-wide format. These
prices are based on the size and currency of the data set. Data are available for the
charges listed in the table below:
County Wide Layers Cost
Parcel Lines (70,000+ parcels) Arc/Info data comes $2,000
with ownership information, DXF does not.
Road Centerlines, Building Footprints, Edge of $500 each
Pavement, Water Lines*, Sewer Lines*
5-foot Contour Lines, Fence Lines, Utility Poles, Soil $250 each
Maps, Hydrography Water & Sewer Layers**
RAILROADS, VEGETATION COVER, STATE $100 each
PLANE COORDINATE GRID POINTS, SPOT
ELEVATIONS, POLITICAL BOUNDARIES, TILE
BOUNDARIES, COMMISSION DISTRICTS, VOTING
PRECINCTS.
AIRPORTS, HOSPITALS, SCHOOLS $50 each
1990 Census Tracts/Block Groups/Blocks, National . $20 each
Wetlands Inventory, FEMA Flood Plains (all acquired
from US Government Data Sources)
* Water and Sewer line data will be sold when they become available
** With the exception of water and sewer lines
27
.
( ,
.~
r
AUGUSTA RICHMOND COUNTY
INFORMATION TECHNOLOGY
POLICIES AND PROCEDURES
Appendix D - Map Product Prices (cont.)
Updates
Once an individual or company purchases a digital file, updates can be purchased for 50% of
the original cost of the data. This applies to county-wide data only. Tiled data will NOT be
updated - a new purchase must ensue.
Internet Access
>. .
Upon activation of Intemet capability Data will be made available over the Intemet through
two methods:
1. One-time purchases. First-time or One-time purchases of layers of Augusta GIS data
are priced according to the schedules in section A and C above.
2. Subscription. An Internet subscription to Augusta GIS data can be purchased for
$6,000. A subscription entitles the user to unlimited access to all of the published layers of
Augusta GIS data (in countywide and tile format) for one year, starting on the date of the
initial purchase. At the end of the one-year subscription, the subscription must be
renewed to continue the service. This is available across the Intemet only - purchases
that go through the Augusta GIS office will be priced according to the schedule in section
C above.
. The Augusta GIS staff reserves the right to detehnine pricing for "new" or custom layers 'that are created or
layers that are not otherwise listed above.
"
28
.
. "
.
~
.
~
AUGUSTA RICHMOND COUNTY
INFORMA TlON TECHNOLOGY
POLICIES AND PROCEDURES
Appendix E . Map and Digital Data Product Request Fonn
Request Number (office use I
Name
OrganizationlDe
R<a'd'renT
ress
City/StatelZlP
Phone T T
Map I Data Requested
- - -
F
Total (To be deposited in Fund# 01-3332-00-0000)
Reason for Request! Additional Notes:
Request Processed By:
GIS Staffffitle
Date
FOnT! GISP-1
29
, ".
~" ..
. I
AUGUSTA RICHMOND COUNTY
INFORMATION TECHNOLOGY
POUCIES AND PROCEDURES
Appendix F - Penn anent Digital Data Release Authorization
>. .
MADE AND ENTERED BY AND BETWEEN
The City of Augusta, GA, having its principal address at 530 Greene St, Augusta. GA 30901.
heretofore referred to as "the City" .
AND
< Company Name> , having its principal address at < Address Here>
By signing the Data Release Statement below, <Company Name> does hereby agree to
the terms of the Augusta, GA GIS Map and Data Release Policy and will adhere to those
terms from the time of the signing of this agreement. This agreement shall be in effect
until such time as the City shall terminate the agreement or shall revise the Augusta, GA
GIS Map and Data Release Policy, necessitating the issue of a new agreement.
City of Augusta Authorization
Date
CHARLES R. OLIVER
City Administrator
Data Release Statement (To be signed by the Requestor or an agent thereof)
"I have read and I understand the GIS Map and Digital Data Release Policy. I agree to pay the costs
incurred for ~e distribution of this data, I understand my rights concerning access to this data, and I
covenant and agree to abide by the restrictions stipulated by the government of Augusta, GA for the 1,1se of
this data."
Signature
"
Name (print)
Company (print)
Date
Form GISP-2
~
30
..,
\ ~ ..
.
"I ~
'-'
Appendix G - STORM PLAN NOTIFICATION INFORMATION
ACCOUNT NAME:
DIVISION
8:00a.m. unb75:00p.m.
Primary Contact
Telephone Numbers
. .
Alternate Contact
Telephone Numbers
Non-Business Hours
Primary Contact
Telephone Numbers
Altemate Contact
Telephone Numbers
AUGUSTA RICHMOND COUNTY
INFORMATION TECHNOLOGY
POLICIES AND PROCEDURES
COMMAND LEVEL RADIOS REQUIRING PRIVATE CALL
Please provide radio 10# of Specific command level radios needing the private call feature for developing and monitoring emergency
action plans. The feature must be enabled to initiate and/or receive calls. These racks; will temporarily lose the private call feature.
(X Indicates Rrst Priority)
Radio 10#
Priorilv
Radio 10#
sa USE
PERSON COMPLETING FORM:
DATE COMPLETED:
Prioritv
SCI USE
Approved 01/27/99
31
FormSP1
~.
(.
..
.. ~
; ..
AUGUSTA RICHMOND COUNTY
INFORMATION TECHNOLOGY
POUCIES AND PROCEDURES
Appendix H - Cellular Telephone Request Fonn
Departmental Information
Name of person phone will be issued to
Position of person phone will be issued to
Department head Approval
T .
Reason phone is needed
Issuance standard applicable to individual
Estimated minutes required per month -
Finance Information
Are funds available in object code 0251
If not, attach the requested budget adjustment
Information Technology
Comments/Approve or .Deny
,.
Administrator
Comments/Approve or Deny
32