FRESNO COUNTY SHERIFF' S OFFICE

JAIL DIVISION POLICIES AND PROCEDURES

TITLE: COMPUTER SOFTWARE SECURITY NO: A- 290

FILE: COMPUTER

EFFECTIVE DATE: 05- 05- 95 REVISED: 07- 01- 99, 09- 01- 00, 08- 01- 03

AUTHORITY: Sheriff M. Mims APPROVED BY: Captain J. Flores

REFERENCE: Sheriffs Department, County of Fresno Policy and Procedure

Manual Section 602( III) and Penal Code Sections 502, 11105,
11142, 13301, 13302 and 13303.

PURPOSE:

The purpose of this policy is to establish and maintain the proper and legal use of
computers and computer software in all Fresno County Sheriffs Department Detention
Bureau facilities.

POLICY:

It is the policy of the Fresno County Sheriffs Department Detention Bureau that confidential
information contained in and accessed via the CMS system shall not be disseminated, nor
shall any data be maliciously accessed, altered, deleted, damaged or destroyed.

It is the policy of the Fresno County Sheriffs Department Detention Bureau that only
software authorized, purchased and installed by the Fresno County Sheriff' s Department
Information Technology Unit, or their designee, shall be utilized in County computers.

PROCEDURES:

I. DEFINITIONS

ACCESS: means to gain entry to, instruct, or communicate with the

logical, arithmetical or memory function resources of a computer,
computer system, or computer network.

LOCAL: is used to describe software data stored on drives which are

local to that PC and which are accessible from only that PC.

NON- LOCAL: is used to describe software stored on drives at the file

Page 1 of 6
 FRESNO COUNTY SHERIFF' S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES

TITLE: COMPUTER SOFTWARE SECURITY NO: A- 290

FILE: COMPUTER

server and which are accessible by multiple PC' s via the Local Area
Network.

SOFTWARE: means a set of instructions or statements, and related

data, that when executed in actual or modified form, cause a

computer, computer system, or computer networkto perform specified

functions; any executable program and associated files.

SUPPORTING DOCUMENTATION: includes, but is not limited to, all

information, in any form,
pertaining to the design, construction,
classification, implementation, use or modification of a computer and

its programs, which information is not generally available to the public

and is necessary for the operation of the computer.

USER- ID: an abbreviation for user identification and refers to a string

of characters ( either letters, numbers or a combination) used to

identify a specific computer User- id is synonymous with the

user.

terms logon- id and sign- on, which may be used for specific computer-
based systems.

II. LOGON/ LOGOFF

Each employee shall be assigned a Department- issued computer number

and password. The number and password will be used when accessing the
CMS system. Each employee shall be responsible:

A. To exercise discretion in protecting their passwords. Any passwords

an employee may have is to be treated as " confidential" information
and not to be disclosed to other individuals.

1. No employee is allowed to " grant" another individual use of

their user- id.

2. Supervisors cannot mandate that an employee share their

user- id with another.

3. Any individual who uses another employee' s assigned user- id

is subject to disciplinary action.

B. Not to use anyone else' s computer number, or utilize a computer on

Page 2 of 6
 FRESNO COUNTY SHERIFF' S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES

TITLE: COMPUTER SOFTWARE SECURITY NO: A- 290

FILE: COMPUTER

which someone else is logged on.

C. For any transaction performed with their computer number and

password.

D. To log off the computer when going on break, chow, or leaving the
area for more than five (5) minutes. If there is uncertainty concerning
the security of the vacated area, be sure to log off prior to leaving the
computer unattended.

1. If leaving the computer temporarily, and nobody else will need

access, the computer can be " locked".

a. To lock the press CTRL + ALT and DELETE,

computer,

then select " Lock Workstation". The computer can only

be unlocked by the person who is logged on.

b. To unlock the computer, the person who is logged on

must press CTRL + ALT and DELETE, then type in their
PASSWORD.

2. To log off of the computer for the day, the machine should NOT
be " shutdown", but rather " restarted". Select the " Restart the
Computer" option from the " Shut Down Window". The restart

sequence will temporarily shut down the computer, but it will

then be brought back to the point where it is ready for someone
to log on. In this state, the Information Technology Unit can

perform maintenance and update services without impacting

productivity. The computer display (monitor) should be turned
off to conserve energy, but the computer itself shall be left
powered on.

III. AUTOMATED CRIMINAL JUSTICE SYSTEM

A. Employees of the Fresno County Sheriffs Department will have

access to CONFIDENTIAL information regarding individuals. Such
information is to be used for official purposes only.

B. Misuse of information, whether disseminated to another person or for

Page 3 of 6
 FRESNO COUNTY SHERIFF' S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES

TITLE: COMPUTER SOFTWARE SECURITY NO: A- 290

FILE: COMPUTER

personal use ( whether criminal history, report information or record

information) adversely affects the civil rights of the individual
concerned, violates the law and Departmental policy.

C. " Any person authorized by law to receive a record or information

obtained from a record who knowingly furnishes the record or
information to a person who is not authorized by law to receive the
record or information is guilty of a misdemeanor" ( PC 11142). Any
employee who is responsible for such misuse is subject to disciplinary
action.

D. The law also prohibits any person from maliciously accessing,

altering, deleting, damaging or destroying any computer system,
computer network, computer program or data. Such misuse is a
felony under California law and any employee who is responsible for
such misuse is subject to disciplinary action.

IV. AUTHORIZED SOFTWARE

The following guidelines may be used to determine the legality of software

products on County computers:

A. A copy of DOS and Windows has been purchased for every County
PC. If these products are installed, assume they are legal copies.

B. A copy of ATTACHMATE has been purchased for each PC used to

communicate with the mainframe. If the computer accesses the

mainframe, assume the copy of ATTACHMATE is legal.

C. ANY OTHER SOFTWARE PRODUCT has been purchased for a

limited number of PC' s only. An original manual, a license card or

original label diskette must be in possession of the user to be

considered legal. If ALL items have been lost or misplaced, contact

an Information Technology analyst to obtain a copy of the invoice for

the product as proof of license.

D. Each Department must purchase a licensed copy for all software

being used and any illegal copies must be deleted from the PC' s
involved.

E. Any person who knowingly accesses and without permission takes,

Page 4 of 6
 FRESNO COUNTY SHERIFF' S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES

TITLE: COMPUTER SOFTWARE SECURITY NO: A- 290

FILE: COMPUTER

copies, or makes use of any data (or supporting documentation) from

a computer, computer system, or computer network, may be found
guilty of a felony offense and will be subject to disciplinary action.

V. SOFTWARE SECURITY

A. The user may only install local software which was pre- approved for
the County by the Information Technology Unit for a specific PC.

B. The Information Technology Unit must be notified when any software

per Section V(A) above is de- installed.

C. No local or non- local software may be physically removed from

County premises without prior approval from the Information
Technology Manager.

D. No local or non- local software may be loaned or transferred to another

user without approval from the Information Technology Manager.

E. The user shall not load software to the Local Area Network( non- local)
drive.

F. Demonstration or evaluation software must be virus- scanned before

use.

G. PC software will be periodically audited to verify compliance with the

above requirements.

H. Any staff member who causes a violation of the security of the

computer system is subject to disciplinary and/ or criminal prosecution.

VI. BASIC COMPUTER RULES

A. Do not install games or personal software on the PC.

B. Magnetic items should be kept away from the PC' s. Magnetic items

can seriously damage the hard drive in the PC.

C. Do not create macros for personal use without the prior approval of a
supervisor.

Page 5 of 6
 FRESNO COUNTY SHERIFF' S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES

TITLE: COMPUTER SOFTWARE SECURITY NO: A- 290

FILE: COMPUTER

D. Don' t download unexpected, unknown or suspicious attachments. If a

suspicious attachment is received that appears to have been sent by
someone known to the employee, the employee should e- mail them
back and ask them about it before it is opened.

E. Never connect or disconnect components when the computer is on.

F. If a transaction/ report is entered

by mistake, do not turn the
terminal/ PC off. Notify the Help Desk (XXX-XXXX) to terminate the
report.

G. Report any computer problems immediately.

Page 6 of 6