| 1. An annual
inventory of programs loaded onto each workstation and file server will
be taken. This will include operating systems, programs, drivers, and accessories
such as virus scanning software. This information will include program
name and version number. 2. The list of programs will be compared to purchasing records or copies of manufacturer’s licenses to ensure that all software was purchased legally, that is, in full compliance with federal and state copyright laws. The Assistant Director, Operations, will keep a file of current software purchases or licenses. 3. Programs that are found to be non-compliant will either be removed from the computer(s) or software licenses will be procured from the manufacturer or distributor. 4. Programs that are in compliance and are appropriate to the Union’s mission, i.e., programs purchased and installed by individuals for their own productivity and development will remain on the workstation(s). 5. Programs that are in compliance but are not appropriate to the Union’s mission will also be removed from the workstation or server. 6. Software may be installed on the home computers of full time exempt staff to the extent that it is needed by that staff person to do work at home. The Assistant Director, Operations, will maintain a list of software programs and the staff members who have installed them on their home computers. 7. The Union file server will be backed up in its entirety once each week on Thursday night. All staff members are strongly encouraged to save data and documents in their designated server directory to ensure proper backup. Backup tapes are stored off site in a secure location. Transportation to and from the off site storage is arranged through UCCS. 8. The reservation data is backed up every weeknight to the local hard drive of the Scheduling Clerk. This data can be used on a temporary basis at that workstation should the file server go down. |