POL-5731.01 FM computer security and data management

The purpose of this policy is to maintain the integrity and security of documents, spreadsheets, databases, drawings, and other types of electronic data stored on Facilities Management servers, workstations and backup media.

As more of our critical information for Facilities Management is placed on our servers and workstations, we need to make sure that the information is created, updated, viewed and deleted only by those with permission to do so.  We also need to make sure we have a complete set of backup data to restore deleted or lost files in a timely manner.

There are 2 web pages provided for all WWU staff for computer policies…

• Administrative Computing (http://www.wwu.edu/depts/admcs/securityWWU.htm) provides a set of Best Practices and Policies for Computer Security and Data Management.
• Academic Technology and User Services (ATUS) (http://west.wwu.edu/atus/helpdesk/ethicalconduct.asp) provides several web pages related to ethical conduct on our computer workstations.

All FM staff should adhere to these policies where applicable.  If your password is discovered by another staff member, other than FM’s Information Technology (IT) staff, contact FM’s IT Network Administrator for creating or changing passwords.

All FM workstations and servers shall be set up so regular users normally do not have administrator rights.  Administrator accounts should be set up for FM’s IT staff only. 

No personal computer peripheral devices (i.e., PDAs, digital cameras, etc.) shall be installed on your assigned workstation without prior approval from FM’s IT Network Administrator.  FM will not be responsible to repair or replace any personal devices in use on your FM workstation.

FM IT staff will backup all data on the servers every night of each business day.  Computer Workstations will have their “My Documents” folder backed up every night of each business day.  An off-site copy of Friday’s backup will be maintained and traded every other week.

FM IT staff will proactively work on preventing computer viruses from entering any of our servers or computer workstations.  All FM staff should immediately notify an IT staff member when a suspicious file is attached on an e-mail or you receive an alert that a file may be infected with a virus – do not open the file.

Energy Management, Fire and Security System applications, databases and documentation used exclusively for building control, fire and security monitoring (which are running on private networks) are under the full control of the Assistant Director of Operations and are excluded from this policy.