1 SUPREME COURT OF COLORADO OFFICE OF THE CHIEF JUSTICE Directive Concerning the Colorado Judicial Department Electronic Communications Usage Policy: Technical, Security, And System Management Concerns This directive and attached policy provides direction to Judicial Branch personnel regarding the security, operation and permissible use of the judicial branch network, hardware and software. In addition, the policy extends to persons who are not branch employees, but use the judicial branch network, hardware or software with permission of the branch. The policy and procedures contained in the attached Electronic Communications Usage Policy are adopted as an order of the Colorado Supreme Court. This policy shall be entitled Electronic Communications Usage Policy: Technical, Security, and System Management Concerns, and shall be available to Judicial Branch personnel and to the public. Judicial Branch employees shall acknowledge reading the policy and agreeing to follow it. Done at Denver, Colorado this 8 th day of April, /s/ Nancy E. Rice, Chief Justice
2 Colorado Judicial Department Electronic Communications Usage Policy: Technical, Security, and System Management Concerns Effective: April 8, 2014 Replaces February 2007, Electronic Communications Usage Policy, and all Information Technology Services (ITS) security policies dated prior to December 31, 2013.
3 Colorado Judicial Department Electronic Communications Usage Policy: Technical, Security, and System Management Concerns 1. PURPOSE. The purpose of this policy is to provide an electronic communication usage policy for the Colorado Judicial Department (the Department) to protect its information systems from potential threats, vulnerabilities, and data loss, while also describing the responsibilities of the Department s employees (Department users), contractors, volunteers, or business partners. 2. SCOPE. This policy applies to all Department users and covers accessing and using the Department s electronic computing technologies, including but not limited to: a) The Department s network, which is any circuit used to exchange information within the Department or externally, and includes hardware and software necessary to use the network. b) Hardware including but not limited to: desktop computers, laptops, mobile computing devices, remote and centralized servers, network equipment, and telephony equipment. c) Software applications including software developed in-house and purchased commercially. 3. POLICY: The security and availability of the Department s information systems and data in any media or format is vital to the success of the Department s mission. Therefore, the Department shall establish and maintain a comprehensive Department-wide electronic communication policy detailing acceptable use and behavior necessary to protect the Department s Information Technology (IT) infrastructure. 4. INFORMATION SECURITY STANDARDS The Department will implement security controls to protect information systems and data from individual and environmental threats. Department users accessing the Department network, computing devices or external storage media must make every effort to protect Department information systems and devices within their control.
4 Department users are responsible for protecting the information equipment located within their work areas and any equipment used when working remotely. Department-owned equipment is for authorized use only. Department users are required to implement physical safeguards for all equipment that accesses Department sensitive information. Equipment must be properly safeguarded and protected to reduce risks from environmental threats and hazards, as well as opportunities for unauthorized access, use, or removal. Such safeguards include, but are not limited to, the following: a) Electronic communication technologies shall be used for legitimate workrelated purposes with limited personal use. Personal or non-work-related use of ICON/ECLIPSE, jpod, ICCES, Colorado State Courts Data Access System, CICJIS or any other electronic court and probation record keeping system is strictly prohibited. b) Limited personal use of the Department s electronic communication technologies, with the exception of ICON/ECLIPSE, jpod, ICCES, Colorado State Courts Data Access System, CICJIS or any other electronic court and probation record keeping systems, is permissible when it does not consume more than a minimal amount of resources, interfere with employee productivity, conflict with this policy s goals or any other Judicial Department policy, or preempt any work-related activity, in accordance with the Colorado Judicial Department Code of Conduct. c) Department users must utilize strong passwords and have a professional responsibility to protect system passwords by not sharing passwords with anyone. Department users must change passwords immediately if a password is discovered to be compromised. Passwords must be secured at all times from unauthorized access. Enabling the Save Password Option is strictly prohibited. d) Department users are required to lock their PC, laptop, or mobile computing device when the device is no longer within line of sight. At the end of the workday, Department users must log off their workstations. The Department will employ access time and system locking procedures to protect against unauthorized use of Department information systems. e) To the extent possible, computer monitors will be positioned to eliminate viewing by unauthorized personnel. When computer monitors cannot be positioned to eliminate viewing by unauthorized personnel, a privacy screen, which allows viewing only from straight-on, will be used.
5 f) Department users should be certain that any IT related work or maintenance performed on any computing device, system, or network is completed by an authorized ITS employee or contractor of ITS. Additionally, circuit boards, hard drives, or other computing components should not be removed without the express approval of ITS. Department users are expected to notify their immediate supervisor of anyone not complying with this procedure. g) Information technology systems or devices not specifically purchased or authorized by the Department s Chief Information Officer (CIO) are prohibited from being connected to the Department s local and wide area network or any other Department information system. This includes, but is not limited to, software applications, all removable media (i.e., zip drives, thumb drives, external hard drives, CD burners) that is not encrypted, and all hardware such as PCs, laptops, mobile computing devices, scanners, and printers. In situations where there is a business need to connect removable media to a computing device or information system that is not encrypted, Department users must take precautionary measures to ensure the computing device and information system(s) are properly secured. Precautionary measures shall include, at a minimum, scanning the removable media for viruses, Trojans, or malware. Business situations that may require connecting unencrypted removable media to a computing device or information system may include the following a. Large exhibits or evidence on removable media for court proceedings; b. Case review for probation supervision purposes; or c. Training materials that are required to be distributed using removable media. All Department users are expected to comply with Chief Justice Directive Centralized IT Purchasing. h) All Department users who have access to and store Department information must ensure that the information is protected from risk of inadvertent or deliberate misuse, fraudulent use, improper disclosure, or destruction. i) When no longer needed, Department sensitive information must be destroyed by a method rendering it unreadable, undecipherable, and irretrievable. j) Software Licensing: All software, shareware, and public domain or open source software installed on workstations shall be installed by and registered with ITS. Approval must be granted from ITS before an individual can use
6 personally-owned software on any Department information system. Use of pirated or illegally obtained software on any Department information system is strictly prohibited. To ensure compliance with software copyright and licensing agreements, ITS appointed staff shall conduct computer audits not less than annually. ITS has the authority to remove or disable any unapproved or pirated software found. k) All devices that connect to any Department information system, either on site or from a remote location, must be updated with the latest security patches and malware or anti-virus protection as they are distributed. Users will not disable, uninstall or override any security software, settings, or configurations on Department owned equipment. l) Remote access to the Department s network is permitted only through approved software/services authorized by the Department s CIO. m) Peer-to-Peer (P2P) software/service connections (where a computer or server acts as a sharing device for users outside the Department s network) are strictly prohibited. These connections allow for unauthorized access to Department systems and information. n) Any network, wireless, or server equipment purchased by a District using local funds must be approved and installed by ITS. o) Wireless network installations or configurations needed to access the judicial network must be authorized and performed by ITS. Under no circumstance should any unapproved wireless device be plugged into the network. p) Portable and/or mobile computing devices are not allowed access to any Department network without first meeting Department security policies, procedures, and configuration standards. These include (when technically possible) scanning the devices for malicious code, updating virus protection software, scanning for critical software updates and patches, encryption and passcodes, conducting primary operating system (and possibly other resident software) integrity checks, and disabling unnecessary hardware (e.g., Bluetooth) when not needed. q) Department users are strictly prohibited from downloading and using any hacking type tools, network scanning software, or password crackers unless specifically approved and authorized by the CIO in writing.
7 5. SECURITY INCIDENTS A security incident is a computer, network, or paper based activity that results (or may result) in misuse, damage, denial of service, compromise of integrity, or loss of confidentiality of a network, computer, application, or data. Security incidents may also include threats, misrepresentations of identity, or harassment of or by individuals using these resources. All incidents related to information security shall be reported immediately to the user s supervisor and the Information Security Officer (ISO). Colorado Revised Statute requires notification to an individual should a breach of Personal Identifying Information occur. a) Personal Identifying Information, (PII) means a Colorado resident's first name or first initial and last name in combination with any one or more of the following data elements that relate to the resident, when the data elements are not encrypted, redacted, or secured by any other method rendering the name or the element unreadable or unusable: 1) Social security number; 2) Driver's license number or identification card number; or 3) Account number or credit or debit card number, in combination with any required security code, access code, or password that would permit access to a resident's financial account. b) Personal Identifying Information' does not include publicly available information that is lawfully made available to the general public from federal, state, or local government records or widely distributed media. Department users must immediately report any incident of theft, loss, or compromise of Department sensitive information or information systems to the user s immediate supervisor and the ISO. a) If a compromise of PII has occurred, appointed investigative team members will examine the details surrounding the incident ensuring information and systems are not compromised. If the incident is believed to involve criminal activity, the CIO or ISO will contact local law enforcement. b) The ISO will track and document information system security incidents on an ongoing basis. c) Personnel will be provided training by ITS in their incident response roles.
8 6. UNAUTHORIZED ACCESS Unauthorized access is defined as any access to PII or any other Department data that violates applicable federal or state privacy or confidentiality statues. Unauthorized access to PII or any other Department information may include access a) by an unauthorized user, that is, someone who does not have Department permission to access the information, or b) by someone who has met all requirements to access the data, but accesses PII for an unauthorized purpose. All Department users should be alert to their surroundings and report immediately any suspicious activity or suspected incidents to their immediate supervisor and the ISO. 7. ELECTRONIC MAIL ( ) shall be used for authorized Department purposes and shall contain only nonsensitive information unless the information is appropriately encrypted. users must exercise common sense, good judgment, and propriety in using the Department s electronic communication technologies. Department users should not expect privacy or confidentiality when using a Department issued account and/or Department system(s). For technical issues or investigative purposes, Department accounts or system(s) may be subject to review. Such technical issues or investigations include but are not limited to or account restoration, troubleshooting client issues (i.e., Outlook), Human Resource investigations, or law enforcement investigations. Such reviews will be handled in accordance with appropriate policies and laws. Electronic mail messaging shall be used in accordance with the following guidelines: a) Auto-forwarding of messages to addresses outside the Department network is strictly prohibited. b) Misrepresenting, obscuring, or suppressing a user s identity in the From: line of an message or information system is prohibited. The user name, address, organizational affiliation, and related information included with an message or posting must reflect the actual originator of the message or posting. This does not include deleting information within the body of an when replying or forwarding information. c) To ensure the integrity of the Department s communication system, employees shall not intercept or assist in intercepting communication
9 unless authorized to do so by the Director of Human Resources or his/her designee in writing. d) Message Content All messages shall be conducted in a professional manner and the messaging shall not: 1) contain profanity, obscenities or derogatory remarks; 2) contain obscene, pornographic or sexually suggestive materials; 3) be used to discriminate against any person or group on the basis of race, national origin, gender, age, sexual orientation, religion, socioeconomic status, or disability; 4) be used to promote religious or political beliefs; 5) be used to harass and/or threaten others; 6) be used to intimidate others or to interfere with a person s ability to perform his or her job duties; 7) involve the creation and exchange of advertisements, solicitations, chain letters or other unsolicited ; 8) involve the creation and exchange of information in violation of any copyright laws. e) Care should be taken in opening any message if the Department user is not familiar with the message sender. If the message looks suspicious, the Department user should permanently delete the message by pressing Shift+Delete. If the Department user continues to receive suspicious from the sender, the local ITS Technician should be contacted to provide necessary information to the Department s ISO. f) It is necessary for ITS staff to use software to monitor the activity of users IDs. It may also be necessary for technical support personnel to review the content of an individual employee s communications during the course of problem resolution or to ensure the ongoing availability and reliability of the system(s). Under no circumstances, however, may technical support personnel review the content of an individual employee s communications except to enforce provisions of this policy and approved by the Director of Human Resources or his/her designee. 8. ACCEPTABLE USAGE POLICY All Department users who require or need to establish access to Department information systems must read, understand and agree by signature to adhere to the Department s Acceptable Usage Policy (Attachment A).
10 The Department has established a set of rules that describe the responsibilities and expected behavior with regard to information system usage. These rules clearly delineate security responsibilities and expected behavior of all system owners and Department users. The rules include the consequences of inconsistent behavior or non-compliance when using Department information systems. All Department users will have access and/or a copy of the Acceptable Usage Policy for review. A signed acknowledgement of this policy is a condition of access to any Department information system. 9. IMPLEMENTING THIS DIRECTIVE ITS will implement the provisions of this directive using various malware programs, intrusion detection software, internet blocking programs, encryption practices, firewalls, and methodologies for centrally distributing critical security updates from approved Department software or hardware providers.
11 Attachment A Colorado Judicial Department Acceptable Usage Policy I understand, accept, and agree to the following terms and conditions that apply to my access to, and use of, Department information, including sensitive information such as PII or information systems of the Colorado Judicial Department. GENERAL ACCEPTABLE USAGE POLICIES AND PROCEDURES a. I understand that when I use any Department information system, I have NO expectation of privacy in any Department records that I create or in my activities while accessing or using the Department s information systems. b. I understand that the Administrative Authority, with the approval of the Directory of Human Resources or his/her designee, may review my conduct or actions concerning Department information and information systems, and take appropriate action if warranted. c. I understand under no circumstances may I use ICON/ECLIPSE, jpod, ICCES, Colorado State Courts Data Access System, CICJIS or any other electronic court and probation record keeping system for personal or non-work related purposes. d. I understand that I am allowed limited personal use of the Department s electronic information systems as long as it does not consume more than a minimal amount of resources, does not interfere with employee productivity, does not conflict with the goals of CDJ 07-01, or preempt any work related activity, in accordance with the Colorado Judicial Department Code of Conduct. e. I understand that the following actions are prohibited: unauthorized access, unauthorized uploading, unauthorized downloading, unauthorized changing, unauthorized circumventing, unauthorized deleting of information on Department systems, or unauthorized denying or granting access to Department systems; modifying Department systems; using Department resources for unauthorized use on Department systems, or otherwise misusing Department systems or resources. I also understand that attempting to engage in any of these unauthorized actions is also prohibited. f. I understand that I have a responsibility to report suspected or identified information security incidents to the Information Security Officer (ISO) or my supervisor as appropriate. g. I understand that if I refuse to sign this Acceptable Usage Policy as required by Department policy, I will be denied access to Department information and information systems. Any refusal to sign the Department s Acceptable Usage Policy may have an adverse impact on my employment with the Department.
12 Attachment A SPECIFIC ACCEPTABLE USAGE POLICIES AND PROCEDURES a. I will follow established procedures for requesting access to any Department computer system and for notification to appropriate Department personnel when access is no longer needed. Such notification will include your immediate supervisor and/or Administrative Authority and ITS. b. I will follow established Department information security policies and procedures. c. I will use only devices, systems, software, and data which I am authorized to use, including complying with any software licensing or copyright restrictions. This includes downloads of software offered as free trials, shareware public domain, or open source. d. I will not attempt to override, circumvent or disable operational, technical, or security controls put in place unless expressly directed to do so in writing by the Department s CIO. e. I will protect my passwords from unauthorized use and disclosure and ensure I utilize only passwords that meet the Department s minimum password requirements. f. I will ensure that I log off or lock any computer, console, or mobile computing device before walking away and will not allow another user to access any computer, console, or mobile computing device while I am logged on to it other than for troubleshooting purposes performed by ITS. g. I will not misrepresent, obscure, suppress, or replace a user s identity on the Internet or any Department electronic communication system. h. I will not attempt to probe computer systems to exploit system controls or access Department sensitive data for any reason other than in the performance of official job duties. i. I will protect Department property from theft, loss, destruction, or misuse. I will follow Department policies and procedures for handling IT equipment and will sign for items provided to me for my exclusive use and return them when no longer required for Department activities. j. I will never swap or surrender Department hard drives or other storage devices to anyone other than an authorized ITS employee at the time of system problems. k. I will not disable or uninstall software programs used by the Department that autoinstalls security software updates to Department computer equipment. l. I agree to allow authorized ITS or Human Resource personnel to examine for trouble shooting or disciplinary purposes any Department or personal IT device that I have been granted permission to use, whether remotely or in any setting to access Department information for purposes of creating, storing or using Department information. m. I agree to have all equipment scanned by authorized ITS staff prior to connecting to the Department network if the equipment has not been connected to the Department network for a period of more than three weeks.
13 Attachment A n. I will complete mandatory periodic security awareness training within designated timeframes, and complete any additional required training for the particular systems to which I require access. o. I agree that I will not allow Department sensitive information to reside on non- Department systems or devices unless specifically designated and approved in advance by the Department s CIO. I agree that I will not access, transmit or store remotely any Department sensitive information that is not properly encrypted. p. I will protect sensitive information from unauthorized disclosure, use, modification, or destruction. q. I will use Department-provided encryption to encrypt any , including attachments to the , which contains Department sensitive information before sending the . I will not send any that contains Department sensitive information in an unencrypted form. Department sensitive information includes Personally Identifiable Information (PII) and protected health information. r. I will immediately inform my supervisor if I lose control over any portable device that contains sensitive information, encrypted or unencrypted. Immediately means as soon as the loss is noticed; not more than one hour after the loss is noticed. Notice should be made by and a telephone call. 3. Acknowledgement and Acceptance a. I acknowledge that I have received a copy of the Department s Acceptable Usage Policy. b. I understand, accept and agree to comply with all terms and conditions of this Acceptable Usage Policy. [Print or type your full name] Signature Date Office Phone
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