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A
guide to properly using
and protecting Montana’s
Information Technology
resoi
March 1997
MONTANA STATE LIBRARY
3 0864 0009 9614 3
Published by:
Information Services Division
Department of Administration
State of Montana
25 N. Roberts
1
Mitchell Building, Room 229
PO Box 200113
MT
Helena, 59620-0113
Phone: 406/444-2700
Fax: 406/444-2701
Internet: www.mt.gov/isd
March 1997
Doing "IT" Right!
A
guide to properly using
and protecting Montana's
Information Technology resources
March 1997
This publication was developed
by the
Information Technology Managers Group
Training Subcommittee.
The input and expertise
of the NetWare Managers Group
has been invaluable.
Additional copies of Doing "IT” Right! are available
from the Information Services Division
at 406/444-2700.
The State of Montana attempts to provide reasonable accommodations
for any known disability that may interfere with a person participating
in any service, program or activity of the State. Alternative accessible
formats of this document will be provided upon request.
1
Table of Contents
Introduction
5
Laws and Rules
6
Legal Guidance 6
Federal Law 6
Montana Law 6
Use of Equipment 6
Administrative Rules of Montana 6
Montana Operations Manual 6
Policies 7
and
Theft Destruction 7
Unauthorized Mainframe Access 7
Unauthorized Network and PC Access 7
Reporting Procedures 8
Computer Use 8
Unlawful Use of a Computer 8
Theft Consequences 9
Care of IT Equipment 9
Security 10
Location 10
Care of Data 10
Accuracy 10
Confidentiality 10
Security 11
Protection and Backup 11
Disaster Recovery 11
Virus Scanning
1
Viruses 11
Scanning Software 12
Software Licensing
13
.............................
Software Definitions 13
..............................
License Definitions 14
Copyright Laws ................................ 15
Access
is
..............................
Data Dissemination 16
Logon IDs .................................... 16
....................................
Passwords 16
Logging Off the System 17
.
Remote Access
\i
State Standards - Hardware and Software 18
Benefits of State Standards 18
.
Possible Disadvantages of State Standards 19
.
Current Standards 19
.
Frequently Asked Questions
21
Appendices
23
MCA
A - Section 2-15-1 14
IT Security Responsibilities ofDepartments 23
. .
B MCA
- Section 45-2-101
Pertinent Definitions 25
.
C MCA
- Section 45-6-301
Theft 30
.
D MOM
- Section 1-0250.00
Information System Security 32
.
MOM
Section 1-0250.10
Information Access Control .................... 37
MOM
Section 1-0250.20
Public Access to Central Computer 39
MOM
Section 1-0250.30
Home Access to Central Computer 42
.
E - Section 2-12-102 APvM ........................ 44
F - SummitNet Acceptable Use Policy (abbreviated) ........ 45
Glossary ofAcronyms 46
!
introduction
Information Technology (IT) is the employment of computer
hardware, software, networks and telecommunications. The State of
Montana uses IT to conduct business, deliver services and education,
communicate with colleagues and clients, and make decisions.
As a state employee, it is your responsibility to safeguard the state's IT
investment by following these guidelines:
Use state property for state (appropriate) purposes.
Protect state property; keep it safe and secure.
Use state property within the limits of that property.
Protect the state from liability resulting from the misuse of the
property; use property legally.
State information technology property includes not only the computers
you work on, but also the software you use and the data you create
.
It is the responsibility of each department director to promote the
importance of security matters by ensuring that all employees are
provided with security training commensurate with their
responsibilities.
This guide will help state employees learn proper, secure and legal use
of state information technology, including system hardware, software
and data.
March 1997 5 Doing "IT" Right
.
Laws and Rules
Legal Guidance Few laws relate solely to information technology, but
other existing laws have been modified to include computer hardware,
software and data.
Federal Law. It is a federal crime to use or distribute unlicensed
copies of copyrighted software. Federal laws relating to copyrights,
patents, and interstate theft apply to the information technology arena.
Generally, copyright laws apply to software; patent laws apply to
hardware; and laws on theft can apply to hardware, software and data.
Montana Law. Several Montana laws refer to the illegal use of
information technology resources. See Appendix B> Appendix C and
the Theft and Destruction section of this booklet.
MCA
Use ofEquipment. Section 2-2-121 (Montana Code Annotated).
“A public officer or a public employee may not use public time,
facilities, equipment, supplies, personnel, or funds for the officer's or
employee's private business purposes...”
ARM
Administrative Rules ofMontana provides guidance on using
.
the state’s telecommunications systems for the conduct of state
business. These rules are being interpreted as having an effect beyond
traditional telephone usage (see Appendix E).
MOM
Montana Operations Manual. The does not include legal issues
MOM
in its automated information systems section. The does provide
guidance, for the agency director, regarding system design controls;
system documentation; protecting software rights; system security,
including requiring system-security training for employees; and home
access.
MOM
The objective of the policy on computer security, 1-0250.00
(Appendix D), is to prevent the intentional or unintentional
Doing "IT" Right! 6 March 1997
modification; destruction or disclosure; or misuse of data and
information technology resources.
Policies Each agency has specific usage policies that cover software,
.
hardware, network and other telecommunication devices. For
example, games and game playing on state-owned equipment are
generally prohibited.
and
Theft Destruction
Improper or inappropriate use of IT resources may constitute theft or
cause damage to the state’s property or public image. Violators will be
dealt with in accordance with the agency's discipline handling policy.
Unauthorized Mainframe Access. All unauthorized-access attempts
against protected data on the state's mainframe will cause a violation.
Agency security officers are provided a daily report showing activity
against protected data on the mainframe. This report shows either
logging information about data activity or violation information for
access attempts made to protected resources. These reports are
reviewed by the security officer, and violators are contacted, if
necessary.
Often a department’s IT manager also reviews this report to provide a
level of checks and balances. When a user receives a message
indicating a violation, he or she should contact the agency security
officer to have the problem resolved.
Unauthorized Network and PC (Personal Computer) Access.
Unauthorized attempts to access network data will be monitored by
agency network administrators. Specific networks may have policies
outlining how violations will be enforced. For example, the
SummitNet Acceptable Use Policy describes a three-tier approach to
monitoring and enforcement (see Appendix F).
March 1997 7 Doing "IT" Right!
Reporting Procedures. Most agencies have a Loss Control Officer
who is responsible for communicating losses to authorities. This
includes notifying local law officers, Legislative Audit Division,
Attorney General’s Office, Risk Management and Tort Defense
Division, and building security.
Computer Use Section 45-6-311 MCA. As used in Section 45-6-311
.
MCA, the term "obtain the use of" means to instruct, communicate
with, store data in, retrieve data from, cause input to, cause output
from, or otherwise make use of any resources of a computer, computer
system, or computer network or to cause another to instruct,
communicate with, store data in, retrieve data from, cause input to,
cause output from, or otherwise make use of any resources of a
computer, computer system, or computer network.
MCA.
Unlawful Use ofa Computer. Section 45-6-311
A
1) person commits the offense of unlawful use of a computer if the
person knowingly or purposely:
a) obtains the use of any computer, computer system, or computer
network without consent of the owner;
b) alters or destroys, or causes another to alter or destroy, a
computer program or computer software without consent of the
owner; or
c) obtains the use of or alters or destroys a computer, computer
system, computer network, or any part thereof as part of a
deception for the purpose of obtaining money, property, or
computer services from the owner of the computer, computer
system, computer network, or part thereof or from any other
person.
A
2) person convicted of the offense of unlawful use of a computer
involving property not exceeding $500 in value shall be fined not to
exceed $500, or be imprisoned in the county jail for a term not to
Doing "IT" Right! 8 March 1997
