Software Policy. Software Policy. Policy and Guidance. June 2013
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1 Software Policy Policy and Guidance June 2013 Project Name Software Policy Product Title Policy and Guidance Version Number 1.2Final Page 1 of 8
2 Document Control Organisation Title Author Filename Owner Subject Mendip District Council Software Policy Jennifer Russell ICT Manager Software Policy.Doc ICT Manager IT Policy Protective Marking Internal Public Review date June 2014 Revision History Revision Date Revisor Previous Version Description of Revision V1.0 Steve Mawn 1 Creation V1.1 Jennifer Russell V1.2 Jennifer Russell Document Approvals This document requires the following approvals: 1.0 Review 1.1 Review Sponsor Approval Name Date Chief Executive Corporate Manager Access to Services ICT Manager Stuart Brown Chris Atkinson Jennifer Russell Document Distribution This document will be distributed to: Name Job Title Address All Staff Page 2 of 8
3 Contents 1 Policy Statement 4 2 Purpose 4 3 Scope 4 4 Definition 4 5 Risks 4 6 Applying the Policy Software Acquisition Software Registration Software Installation Software Development Personal Computer Equipment Software Misuse 6 7 Policy Compliance 7 8 Policy Governance 7 9 Review and Revision 7 10 References 8 11 Key Messages 8 Page 3 of 8
4 1 Policy Statement Mendip District Council will ensure the acceptable use of software by all users of the Council s computer equipment or Information Systems. 2 Purpose The purpose of this document is to state the software policy of Mendip District Council. All existing Council policies apply to your conduct with regard to software, especially (but not limited to) the following: 3 Scope Acceptable Use Policy. Internet Acceptable Usage Policy. IT Access Policy. Remote Working Policy. This document applies to all Members, Committees, Services, Partners, Employees of the Council, contractual third parties and agents of the Council who have access to Information Systems or information used for Mendip District Council purposes. 4 Definition This policy should be applied at all times that the Council s computer equipment or Information Systems are used. 5 Risks Mendip District Council recognises that there are risks associated with users accessing and handling information in order to conduct official Council business. This policy aims to mitigate the following risks: Viruses, malware etc. Increased risk of data loss and corresponding fines Inappropriate access to and unacceptable use of the Council s network, software, facilities and documents Inadequate destruction of data The non-reporting of information security incidents Inconsistency in how users deal with secure documents The impact of insufficient training for users The sharing of passwords Incorrect or inappropriate classification of documents Risk of reputation damage and further loss in public confidence Operational difficulties providing services such as Housing and Council Tax benefit. Page 4 of 8
5 Non-compliance with this policy could have a significant effect on the efficient operation of the Council and may result in financial loss and an inability to provide necessary services to our customers. 6 Applying the Policy 6.1 Software Acquisition All software acquired by Mendip District Council must be purchased through or with the agreement of the Strategic ICT Manager. Software may not be purchased through user corporate credit cards, petty cash, travel or entertainment budgets. Software acquisition channels are restricted to ensure that Mendip District Council has a complete record of all software that has been purchased for Mendip District Council computers and can register, support, and upgrade such software accordingly. This includes software that may be downloaded and/or purchased from the Internet. Under no circumstances should personal or unsolicited software (this includes screen savers, games and wallpapers etc.) be loaded onto a Council machine as there is a serious risk of introducing a virus. 6.2 Software Registration The Council uses software in all aspects of its business to support the work carried out by its employees. In all instances every piece of software is required to have a licence and the Council will not condone the use of any software that does not have a licence. Software must be registered in the name of Mendip District Council. Due to personnel turnover, software will never be registered in the name of the individual user. The Council s outsourced IT provider maintains a register of all Mendip District Council software and will keep a library of software licenses. The register must contain: a) The title and publisher of the software. b) The date and source of the software acquisition. c) The location of each installation as well as the serial number of the hardware on which each copy of the software is installed. d) The existence and location of back-up copies. e) The software product's serial number. f) Details and duration of support arrangements for software upgrades. Software on Local Area Networks or multiple machines shall only be used in accordance with the licence agreement. Mendip District Council holds licences for the use of a variety of software products on all Council Information Systems and computer equipment. This software is owned by the software company and the copying of such software is an offence under the Copyright, Designs and Patents Act 1988, unless authorised by the software manufacturer. It is the responsibility of users to ensure that all the software on their computer equipment is licensed. Page 5 of 8
6 6.3 Software Installation Software must only be installed by our Capita IT once the registration requirements have been met. Once installed, the original media will be kept in a safe storage area maintained by Capita IT. Software may not be used unless approved by the Strategic ICT Manager or their nominated representative. Shareware, Freeware and Public Domain Software are bound by the same policies and procedures as all other software. No user may install any free or evaluation software onto the Council s systems without prior written approval from the Strategic ICT Manager. 6.4 Software Development All software, systems and data development for the Council is to be used only for the purposes of the Council. Software must not be changed or altered by any user unless there is a clear business need. All changes to software should be authorised before the change is implemented. A full procedure should be in place and should include, but not be limited to, the following steps: 1. Change requests affecting a software asset should be approved by the software asset s owner. 2. All change requests should consider whether the change is likely to affect existing security arrangements and these should then be approved. 3. A record should be maintained of agreed authorisation levels. 4. A record should also be maintained of all changes made to software. 5. Changes to software that have to be made before the authorisation can be granted should be controlled. 6.5 Personal Computer Equipment Mendip District Council computers are Council-owned assets and must be kept both software legal and virus free. Only software acquired through the procedures outlined above may be used on Mendip District Council machines. Users are not permitted to bring software from home (or any other external source) and load it onto Mendip District Council computers. Generally, Council-owned software cannot be taken home and loaded on a user's home computer if it also resides on a Mendip District Council computer. 6.6 Software Misuse The Council s outsourced IT provider will ensure that Personal Firewalls are installed where appropriate. Users must not attempt to disable or reconfigure the Personal Firewall software. It is the responsibility of all Council staff to report any known software misuse to the ICT Strategy Manager. Members should inform the Group manager Governance and resources of such instances. Page 6 of 8
7 According to the Copyright, Designs and Patents Act 1988, illegal reproduction of software is subject to civil damages and criminal penalties. Any Mendip District Council user who makes, acquires, or uses unauthorised copies of software will be disciplined as appropriate under the circumstances. Mendip District Council does not condone the illegal duplication of software and will not tolerate it. 7 Policy Compliance If any user is found to have breached this policy, they may be subject to Mendip District Council s disciplinary procedure. If a criminal offence is considered to have been committed further action may be taken to assist in the prosecution of the offender(s). If you do not understand the implications of this policy or how it may apply to you, seek advice from Strategic ICT. 8 Policy Governance The following table identifies who within Mendip District Council is Accountable, Responsible, Informed or Consulted with regards to this policy. The following definitions apply: Responsible the person(s) responsible for developing and implementing the policy. Accountable the person who has ultimate accountability and authority for the policy. Consulted the person(s) or groups to be consulted prior to final policy implementation or amendment. Informed the person(s) or groups to be informed after policy implementation or amendment. Responsible ICT Manager Accountable Corporate Manager Consulted Informed Corporate Management Team, Human Resources and UNISON All Council Employees, All Temporary Staff, All Contractors 9 Review and Revision This policy will be reviewed as it is deemed appropriate, but no less frequently than every 12 months. Policy review will be undertaken by The ICT Strategy Manger. Page 7 of 8
8 10 References The following Mendip District Council policy documents are directly relevant to this policy, and are referenced within this document: Acceptable Use Policy. Internet Acceptable Usage Policy. IT Access Policy. Remote Working Policy. The following Mendip District Council policy documents are indirectly relevant to this policy: GCSx Acceptable Usage Policy and Personal Commitment Statement. Computer, Telephone and Desk Use Policy. Legal Responsibilities Policy. Removable Media Policy. Information Protection Policy. Human Resources Information Security Standards. Information Security Incident Management Policy. IT Infrastructure Policy. Communications and Operation Management Policy. 11 Key Messages All software acquired must be purchased through the Council s outsourced IT provider. Under no circumstances should personal or unsolicited software be loaded onto a Council machine. Every piece of software is required to have a licence and the Council will not condone the use of any software that does not have a licence. Unauthorised changes to software must not be made. Users are not permitted to bring software from home (or any other external source) and load it onto Council computers. Users must not attempt to disable or reconfigure the Personal Firewall software. Illegal reproduction of software is subject to civil damages and criminal penalties. Page 8 of 8
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