Prior to the adoption of AP 1-7 on 09/01/2002, Policy 1-7 read as follows.

PURPOSE: This policy establishes procedures, guidelines, and standards for use of the City of Lawton’s computer network, City of Lawton computers, and software usage on City of Lawton computers.

BACKGROUND: The City of Lawton has a communications network that connects a majority of it’s computers together using a combination of computer software and hardware components. A policy is required to establish procedures, guidelines, and standards to ensure proper use of the City’s network infrastructure, City owned computers, and City owned software.

Currently, there is no written policy in effect governing the use of the City’s computer network, computers, and software used on those computers. City departments have computers running various software packages. Of these software packages, quite a few are not the same version or even the same product. There are computers running the Windows 3.1, Windows 95,and Windows NT Workstation operating systems. Some divisions use the WordPerfect suite of products for word processing, spreadsheet and database. Other divisions use the Microsoft suite for these tasks. This leads not only to inefficiencies because of version incompatibility but also allows for the introduction of errors. The lack of standard software also places an excessive support burden on the staff of the MIS Division.

PROCEDURES: In order to maintain system security, data compatibility, ease of information sharing, and minimize introduction of errors among users of the City of Lawton computer systems, the software standards shown below are in effect. There a quite a few software systems in use by City of Lawton staff that are not mentioned here. These exceptions are mainly special purpose database software used to store and retrieve information. Any other exceptions will be evaluated on a case by case basis.

All City departments will upgrade all desktop computers to run the Microsoft Windows 95 or Windows NT Workstation 4.0 operating system as soon as is feasible. All new desktop computers will be purchased with the Windows NT Workstation 4.0 operating system. Windows NT is a secure operating system and cannot be accessed without a valid logon user id and password. Windows NT also prevents non-administrative personnel from performing certain actions such as installing programs. Administrative access will not be granted to employees with computers running the Windows NT 4.0 Workstation operating system.

Laptop computers will be upgraded to run the Windows 98 operating system as soon as is feasible. All new laptop computers will be purchased with the Windows 98 operating system. The Windows 98 operating system is a more stable operating system for laptop computers. The MIS Division will not provide support to computers running other operating systems. Any exceptions will be evaluated on a case by case basis.

All City departments will upgrade their office productivity software to Microsoft Office Professional 97. This software suite consists of the following components:

In order to maintain compatibility between Departments and to ensure that the City of Lawton GIS system is as close to being ‘state of the art’ as is economically feasible, the following software will be used for GIS computing:

Internet access will be granted to employees by the MIS Division upon written request. All Departments and Divisions will notify MIS in writing of any additions or deletions from the Internet access list. Microsoft Internet Explorer 5.5 is the designated standard web browser. Microsoft Outlook Express or Microsoft Outlook 97 is the standard Internet E-mail software package. All other Internet access software is not authorized and will not be supported by MIS staff. Any exceptions will be evaluated on a case by case basis.

All City computers will use Symantec Corporation’s Norton Anti-Virus software to protect their computers from virus software. Divisions will budget for and with assistance from MIS, purchase the appropriate number of Norton Anti-Virus software licenses. These licenses will be forwarded to and stored at MIS. The software will be installed and updated by the MIS Division.

All requisitions for computer hardware and software will be routed through and approved by the MIS Division prior to purchase. This includes hardware and software components that are part of any and all contracts entered into by the City. Items not in the computer hardware/software category include computer supplies such as printer ribbons, ink cartridges, computer paper, diskettes, tape cartridges, CD writeable/re-writeable, Zip disks, along with keyboards, and mice.

Department directors will implement procedures to ensure that each division stores all information pertaining to each division computer in a central repository for use by department, division, or MIS personnel as the need arises. This repository will contain software disks and licensing information along with any and all documents related to computer hardware and software components. Items in this repository will be clearly labeled to indicate which computer the software, licensing, or document belongs. MIS recommends that computer serial numbers be used to label items in the repository. By creating this respository, departments will be able to more accurately secure valuable computer software, the accompanying license information, along with software and hardware manuals.

Department directors will designate one employee from each division to serve as the Information Systems Coordinator (ISC) for that division. Departments will provide MIS with the names of the ISCs and the divisions they represent. In addition to ISC employee’s normal duties, the ISC will:

Be the division’s first source of assistance when attempting to resolve division computer problems. Employees will first consult with their ISC prior to contacting MIS for assistance

All employees that use City computers will be assigned a unique user id and password to allow them access to the City’s computer systems. The division ISC will notify MIS in writing (e-mail is acceptable) when new employees are hired, employees terminate service with the City, employees are suspended, and when employees transfer.

Computer passwords will be kept confidential. Employees should not reveal passwords to others or write them down where they can be found. Employees will share passwords (user id passwords and file/database passwords) with their respective division and department level supervisors when requested to do so.

Employees will not password data files (documents, spreadsheets, databases, etc..) or other network resources without first sharing the password with their immediate supervisor. This will prevent accidental lockout from valuable computer resources.

No employee will install any software package without first contacting the MIS Division for approval and assistance. No employee will download any file or software package (including screen savers) from the Internet without first contacting the MIS Division for approval and assistance. Only legally licensed City owned software will be installed on City computers. All other software is forbidden.

No un-authorized World Wide Web (WWW), File Transfer Protocol FTP), News, Chat(IRC), servers, print servers, or sites of any kind will be allowed. MIS will approve any and all City servers or sites.

Network users will not attempt to bypass security systems even if loopholes are discovered. Any and all loopholes will be reported to MIS staff immediately upon their discovery.