Section 1 General Administration
Policy 1-7 NETWORK, COMPUTER, and SOFTWARE STANDARDS
DISTRIBUTION: All Departments/Divisions
SUBJECT: Network, Computer, and Software Standards
PURPOSE: This policy establishes procedures, guidelines, and standards
for use of the City of
Lawtons computer network, City of Lawton computers, and software usage on City of Lawtons
BACKGROUND: The City of Lawton has a communications network that connects
of its 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
Citys network infrastructure, City owned computers and City owned software.
Currently, there is no written policy in effect governing the use of the Citys 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
allows for the introduction of errors. The lack of standard software also places an excessive
support burden on the staff of the MIS Division.
Software used by City staff is classified into the following areas:
* Operating Systems
* Office Productivity Software
* Geographical Information System Software (GIS)
* Internet Access Software
* Anti-Virus Software
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 are 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/laptop computers to run the latest version of the
Microsoft Windows operating system as soon as is feasible. All new desktop/laptop computers
will be purchased with the latest version of the Microsoft Windows operating system and the
latest version of the Microsoft Office Professional software suite. The latest version of the
Microsoft Windows is a secure operating system and cannot be accessed without a valid logon
user id and password. The latest versions of the Microsoft Windows operating system also
prevent non-administrative personnel from performing certain actions such as installing
programs. Administrative access will not be granted to employees with computers running the
latest Microsoft Windows operating system.
The MIS Division will not provide support to computers running other operating systems. Any
exceptions will be evaluated on a case-by-case basis.
Office Productivity Software
All City departments will upgrade their office productivity software to latest version of the
Microsoft Office Professional software suite. This software suite consists of the following
The MIS division will not provide support to other office productivity software packages. Any
exceptions will be evaluated on a case-by-case basis.
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:
* The latest version of ArcView
* The latest version of AutoCad
* The latest version of Microsoft Access
Internet access will be granted to employees by the MIS Division upon written request from the
requesting Division supervisor. All Departments and Divisions will notify MIS in writing of any
addition or deletions from the Internet access list. The latest Microsoft Internet Explorer is
designated standard web browser. The latest Microsoft Outlook 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 Corporations Norton Anti-Virus Corporate Edition
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 departments should ensure that adequate funds are budgeted to train employees to use the
computer hardware and software that is purchased.
All requisitions for all computer hardware related components and software will be routed
through and approved by the MIS Division prior to purchase. Items included are computers,
printers, cameras, add-on cards, keyboards, mice, video monitors and any other component that
connects to a computer. This also 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/rewriteable disks, Zip disks.
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 indicating which computer
the software, licensing, or documented belongs to. MIS recommends that computer serial
numbers be used to label items in the repository. By creating this repository, department will
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
each ISC and the divisions they represent. In addition to ISC employees normal duties, the
* Be the divisions first source of assistance when attempting to resolve
problems. Employees will first consult with their ICS prior to contacting MIS for assistance.
* Ensure division compliance with this and all other computer and Internet related
* Be responsible for requesting changes to existing user ids and passwords.
* Be responsible for requesting Internet and Internet e-mail privileges for division
* Ensure that only legally purchased City owned software is installed on City
* Report any and all security violations, computer virus infections, or illegal
activity to the MIS
All employees that use City computers will be assigned a unique user id and password to allow
them to access to the Citys computer systems. The Human Resources Department 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 so that MIS can
grant or terminate access to City computer systems.
Department directors will ensure that all technology equipment serial numbers are recorded in
case of theft.
Employee use the City owned personal computers are subject to being monitored as well as all
network and internet usage.
City of Lawton computing resources (computer, network, internet) are for official City of Lawton
business only. Any non-business use of City of Lawton computers during normal business hours
is strictly forbidden. Employee use of City computing resources for non-duty hours provided
that this policy and any other City of Lawton policy is adhered to.
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 required 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.
Employees will not give out sensitive information over the telephone without first verifying the
request with their supervisor.
Employees will log off the network during all breaks and at the end of the day.
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.
Employees or the public are not permitted to connect any device to the City of Lawtons
communications network without the express approval from the MIS Supervisor. This
includes computers, printers, and any other piece of equipment that is capable of
connecting to the City of Lawton network. Any unauthorized network connections will be
considered a violation of this policy and criminal prosecution may result.
In order to ensure proper design, security, information integrity, and continuity, any and all
database files will be developed with the approval and assistance of the MIS Division.
RESPONSIBLE DEPARTMENT: Finance
RECISSION: This policy rescinds Administrative
Policy 1.7 dated June 30, 2003.
____/s/ Larry Mitchell__________
Larry Mitchell, City Manager
August 31, 2004.
(AP 1-7, Amended, 08/31/2004, Prior Text; AP 1-7, Amended, 06/20/2003, Prior Text; AP 1-7, Amended, 09/01/2002, Prior Text; AP 1-7, Added, 11/28/2000)