Document #: 547130
Title: "Personal Computers and LAN Administration"
Author:
Attributed To: Illinois State Police
Last Updated: 09/09/1999
Summary:
This policy is an excerpt from the Illinois State Police's Administrative
Directives Manual. This document contains the department's policy regarding
Personal Computers and LAN Administration.
Document Text:
Illinois State Police Directive
ADM-022, Personal Computers and LAN Administration
RESCINDS: New directive.
REVISED: 01-08-98 98-006
RELATED DOCUMENTS: ISB-022, ADM-027, EQP-013.
DISTRIBUTION: All employees maintaining an ISP Directives Manual, All code
employees, Office/desk copy
RELATED CALEA STANDARDS: None
I. POLICY
The Illinois State Police will:
A. make personal computers, associated equipment and software available
to authorized users for processing information.
B. develop procedures for the administration of personal computers and
local computing units which must be followed by all users.
II. DEFINITIONS
A. LAN (Local Area Network) - A network allowing computers or local computing
units to exchange information with other computers and share resources.
B. LAN Administrator - The individual who conducts data processing management
activities which are necessary to ensure the effective use of local computing
units. Usually LAN administrators are part of ISB Network Management Section
in Springfield.
C. LAN Coordinator - An individual, appointed by the work location command,
responsible for assisting the work location with computer related problems
and coordinating support from the Information Services Bureau (ISB).
D. Local Computing Unit - Clusters of work-stations and servers which can
operate locally or in unison with mainframe computers. Local computing
units may consist of some or all of the following: file servers, application
servers, database servers, work-stations and shared printers.
E. Network File Server Owner - Manager of the work unit which has established
a local computing unit, usually a bureau chief.
1. The owner has the responsibility of managing staff using work-stations
of the local computing unit.
2. The functions of the network file server owner, may be performed by
one individual for small units or by several individuals for large and
complex units.
F. Software - a set of instructions (programs) written for computers to
perform specific tasks.
G. Virus - a computer program that can spread to other computers by secretly
"infecting" programs with a copy of itself, which may result
in damage to computer software or data bases.
III. PROCEDURES
A. PC Software
1. All users must abide by the terms, restrictions and conditions provided
by licenses and authorizations for software.
2. PC's and associated equipment are only to be used for ISP related purposes.
3. The individual using a PC may be held liable if damages or loss results
from the user's negligence. (See EQP-013, "Return of State-Owned Items
of Issue.")
4. Users may contact the Help Desk to determine if specific software is
supported.
5. Software written by department personnel during the course of employment,
or by contractors for the department is owned by ISP, and may be given
copyright protection. The author's responsibilities are listed in the automated
procedures manual, ISB-022, "Personal Computers and LAN Administration."
6. The Information Center offers PC classes to assist with user training.
7. ISP owned software may be taken to a user's home for work related use
on PC's only with prior approval from management (district commander/bureau
chief/lab director or above).
8. Individuals must have approval from their immediate supervisor for the
use of personal software on department PC's.
B. Computer Viruses
1. At least one copy of department approved anti-virus software must be
maintained at each work location, kept up-to-date and utilized on all ISP
PC's.
2. All exchanges of diskettes or downloads of software must comply with
guidelines listed in ISB-022, paragraph III.C.
3. Internet use must comply with ISP guidelines contained in the automated
procedures manual, ISB-027, "Information Services Security,"
to prevent viruses from accessing ISP computer resources.
C. PC Back-up Procedures
1. Back-up of data must be performed weekly, at a minimum.
2. Users are responsible for ensuring that all files and software on their
work-stations are backed-up so damaged or lost files may be restored.
3. All back-ups must comply with ISP guidelines listed in the automated
procedures manual, ISB-022.
D LAN Administration
1. LAN Administrator Functions
a. LAN administrator functions are primarily concerned with managing the
operation of the LAN.
b. A detailed list of the LAN administrator functions is available in the
automated procedure manual, ISB-022, "Personal Computers and LAN Administration."
2. LAN Coordinator Functions
a. LAN coordinator functions encompass the technical support activities
required for the daily operation of the production and development environments
of a local computing unit.
b. The LAN coordinator is responsible for maintaining the computing hardware
by arranging for repairs, replacements and installations with ISB Network
Management Section.
c. A detailed list of the LAN coordinator functions is included in the
automated procedures manual, ISB-022.
NOTE: There should always be at least one back-up person who can perform
the functions of the network file server owner, LAN administrator and LAN
coordinator. If the back-up person is not physically located at the local
computing unit, they must be readily available to perform the functions.
3. LAN Hardware
a. ISB Network Management Section is responsible for configuring and ordering
hardware.
b. ISB staff provides assistance when hardware fails.
1) In the event of a hardware failure, the Help Desk should be contacted.
2) The Help Desk will determine if Network Management or the maintenance
vendor should be contacted.
c. A detailed list of hardware procedures are listed in the automated procedures
manual, ISB-022.
4. LAN Software
a. All software is either purchased, approved or developed by ISB.
b. ISB Network Management Section will order and/or coordinate the installation
of software.
c. Users are responsible for keeping the original software media, manuals
and licenses.
d. ISB provides assistance when supported software fails.
e. The Help Desk receives all calls for assistance and forwards the calls
to the appropriate area.
f. Any user who wants to obtain an evaluation copy of software must contact
the Help Desk, who will determine if the software has been previously evaluated.
5. LAN Back-up and Recovery Requirements
a. The ISB will work with the local computing units to identify LAN coordinators
for each file server to ensure the server is properly backed-up.
b. Back-up and recovery procedures must be followed to ensure the recovery
of any programs, data or directory structures that are lost, including
customized operating system software.
c. A full back-up must be performed on all file servers each weekday night.
d. It is the responsibility of the LAN administrator to check the back-up
log daily to determine if the evening back-up was successful.
e. The previous generation of back-up tapes for each file server must be
stored at an off-site facility.
f. The off-site facility will have a means for securing the back-ups from
unauthorized access.
g. In the case of a file server hard disk failure, the LAN administrator
with the assistance of network management personnel will restore the server
hard disk from the back-up tapes.
6. LAN Application Development
a. Network file server owners are responsible for developing applications
that run in their computing environment.
1) The network file server owners must co-ordinate application development
with ISB Security, Network Support and Application Development staff.
2) It is the network file server owners' responsibility to ensure their
projects are staffed by personnel who have the training and experience
needed for the particular level of application complexity that is being
undertaken.
b. The LAN coordinator is responsible for installing the applications and
assigning the appropriate security for the applications.
c. Network file server owners must coordinate with ISB Application Development
staff for naming conventions for application entities to ensure standards
are followed.
d. A detailed list of application development procedures is included in
the automated procedures manual, ISB-022.
e. LAN Application Maintenance
1) Network file server owners should prioritize and assign resources.
2) The narrative description of new applications should include the purpose,
logic, constraints and operating instructions for maintenance of the application.
7. Software Tools - Many software products are available for implementing
LAN and work-station applications. ISB staff supports department approved
software products.
Contact Information:
Jim Rush
Accreditation Coordinator
Inspection & Audits
Illinois State Police
201 East Adams Street
Suite 300
Springfield, IL 62701
Phone: (217) 782-0492
Fax: (217) 782-1466
Email: jrush@pop.state.il.us