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Purpose:

The purpose of this policy is to ensure appropriate management of the DHS local and wide area network systems by controlling access, promoting consistency in use, and providing administrative functions to support the business. 

Most electronic files or documents within DHS are stored on the network or are stored on the local desktop hard drive.  These drives are like file drawers.  The local desktop file drawer (C: drive) is located at the user's workstation and is available only to the user of the desktop.  The network file drawers are located in a common area.  One drawer is shared by multiple users with permission to file or retrieve any data in it (I: drive).  Each user then is assigned an additional drawer in the common area that is locked and only used by the owner (H: drive). 

This policy provides the methods to create, use, and manage the different types of file drawers and the information contained within them. 

Policy:

1. General


1. Use of the DHS network shall be in accordance with all applicable rules, regulations, and policies.
   


2. All network systems and information created on, stored within, or transferred from or to other media (floppy disk, tape, CD) are, and shall remain, the property of DHS, subject to its sole control. 
   


2. Access to DHS Network


1. DHS employees shall be assigned a user account for the duration of employment within DHS.  It is the responsibility of an employee's supervisor to complete the appropriate requests to add, modify, or delete network accounts. 
   


2. Contracted staff shall be assigned a user account when appropriate to fulfill the terms of the covering contract.  The DHS supervisor responsible for contract management shall complete the appropriate form to add, modify, or delete a user account.  A contracted staff account shall be deleted when contract staff no longer works under the covering contract or upon completion of the contract, whichever comes first.
   


3. Management of Network Directories 

A network is a collection of desktop computers and devices that has the ability to electronically communicate between devices and share resources.  The DHS network provides users with additional storage space for data and information in a central, controlled environment.  This allows efficient sharing of data and information as well as secured access and mass backup functions.  Network directories, or folders (like file drawers), are areas where common files can be organized and stored by units or workgroups.  The network directories shall be managed as follows:


1. The Office of Information Services (OIS) is responsible for setting up network directories to accommodate sharing of files among users within business defined work units.  Directories will be created in such a way as to restrict uncontrolled access.  OIS will work with the business units to determine the best sets of shared directories, based upon requirements for efficient sharing and storing of business files and security for that data.
   


2. The business units are responsible for designating those users who will be granted rights to access specific directories.  Supervisors are responsible for requesting additions, modifications, and deletions to the user list.
   


3. Only designated OIS technical staff shall have administrative control rights on the DHS network in order to support and maintain the system.
   


4. Business units are responsible for approving access requests to shared directories for DHS users outside of the defined work unit.  Business units shall forward approved requests to the DHS Help Desk for implementation. 
   


5. The Office of Information Services shall determine the location of applications files.  Application files (executable program files, e.g. with an extension of .EXE) may not be stored within a user's personal home directory or on the business unit shared directory.  Installation of software is the responsibility of OIS. 
   


4. Use of Network

Electronic files are stored in locations accessed from the desktop, either locally on the individual desktop hard drive (commonly called the C: drive) or in locations referred to as network directories (e.g. H: drive and I: drive).  Each authorized user is provided a network account with access to a personal home directory and to an assigned shared directory.  Acceptable use of the network includes:


1. DHS reserves the right to monitor network use either at random or for cause.  DHS managers shall submit requests to monitor network use for cause to the Office of Human Resources.  Appropriate use is determined by Statewide IT Policies, Section 1.3 - Acceptable Use of Information Related Technology and other associated DHS policies.  Inappropriate use will be subject to loss of account privileges or disciplinary action, up to and including dismissal.
   


2. Personal Home Directory:
   


1. Only the named user will have rights to that user's personal home directory.
   


2. Use the personal home directory (commonly called the H: drive) for personal files relating to specific job duties (i.e. working drafts, confidential personnel files, etc.).  Acceptable exceptions include:  employee's resume, personnel files, benefit files, and file material for state-paid courses of study.
   


3. Designated OIS technical staff may obtain access when necessary in their duty of supporting the user of the account.
   


3. Shared Directory:
   


1. Only those users or groups of users determined by specific business units shall have rights to designated shared directories.
   


2. Use the assigned shared directory (commonly called the I: drive) for DHS business files that are accessed, used, viewed, or otherwise shared with other employees (i.e. reports, correspondence, project documents, reference materials, etc.).
   


3. Designated OIS technical staff may obtain access when necessary in their duty of supporting the user of the account.
   


4. Local Hard Drive:
   


1. The user of the desktop has access to the local drive.  This drive is not necessarily secured from access by unauthorized users.
   


2. The hard drive (commonly called the C: drive or local drive) should not be used for permanent DHS file storage, as data could be lost in the case of malfunction.
   


3. OIS does not perform routine backups of the hard drive contents.
   


4. Designated OIS technical staff may obtain access when necessary in their duty of supporting the user of the account.
   


5. Network Maintenance

Network storage space is limited.  There is an optimal amount of free space at which efficient use and speed of the network occurs for storing and retrieval activities.  Users must actively maintain the amount of information stored on the network. 


1. Users shall maintain and store files in accordance with the Oregon State Archives - Records Management, rules of retention (see References)
   


2. Users are responsible for identifying which files are no longer required as determined by their business unit and rules of retention.  Regularly move or purge files from the network drives that are no longer required under business or State archive rules. 
   


6. Network Backup

OIS is responsible for establishing a routine backup scheme to copy information from the DHS network directories to a second medium as a precaution in case of network failure. 


1. Network backups will include all network directories, including all personal (H:) and shared (I:) folders.
   


2. At a minimum, backups will occur daily of all network data files that have been modified or added since the last full, archival backup.  These daily backups are kept for short periods. 
   


3. Archival backups, backup of all network files, shall occur at least monthly.  These full backups are kept for at least one month and may be kept for longer periods, up to and including permanent storage.
   


7. Local Hard Drive Backup

Users are responsible for all backups of data and information stored on their desktop local drive (C:).  Users are encouraged to regularly backup any important files kept on the local drive.

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Procedure(s):

• DHS-070-001-01, Request Add/Modify/Move/Delete Network and GroupWise Accounts

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Form(s):

• DHS 0001, Employee Add, Modify, Move, or Delete Request - Word or WordPerfect

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Reference(s):

• Oregon Statewide IT Policies
• Oregon State Archives-Records Management, State Agency Records Retention Schedules
• DHS IT Standards

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Definition(s):

Hard Drive:  Data storage device within a desktop computer, most commonly referred to as the C: drive.

Network:  A group of two or more computer systems linked together. Two types of networks are:  1) local area network (LAN) where the computers are geographically close together and 2) wide area network (WAN) where the computers are farther apart and are connected by data lines or radio waves.

Personal Home Directory (folder):  Area on a network drive assigned to and accessed only by the named user, most commonly referred to as the H: drive on the DHS network. 

Shared Directory (folder):  Area on a network drive assigned to, accessed by, and shared with a specified group of users, most commonly referred to as the I: drive on the DHS network.

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Contact:

• Name: Natalie Barnes; Phone: 503-947-5499; Email: natalie.s.barnes@state.or.us

Groupwise Users: See email address information below.

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Policy History:

• Version 1.0:
• 09/22/2002

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If you have comments about this site, email us: Webmaster. DHS Groupwise users, address email to dhs.policyinfo@state.or.us

Oregon Department of Human Services
500 Summer St. NE E25, Salem, OR 97301-1098
Phone: (503) 945-5944
Fax: (503) 378-2897
TTY: (503) 947-5330