Computer Usage Policy

( Download instructions as MS-Word document)

The objective of these guidelines is to outline ACCM department computer usage policies and standards for The Department of Anesthesiology and Critical Care Medicine:

PASSWORDS

• Use a password for every computer account.
• Do not share your password.
• Passwords are case sensitive i.e. lower case and upper case.
• Change your password periodically (ACENET prompts for a network password change every 180 days)
• If you write your password down, keep the paper in a secure private location.
• Change passwords that are given to you for new access or after maintenance.
• When selecting a password, use 6 or more characters, including a mix of alphanumeric and special characters.
• Do not give your password to ANYONE.
• Change your password immediately if you think it has been disclosed to anyone.
• Your GroupWise password and JHED password are synchronized. In order to change your GroupWise password, you must change your JHED password.
• To change ACENET password press Ctrl+Alt+Del key and then change password.
  

PROCEDURE TO ADD PERSONAL LAPTOPS TO THE NETWORK

• Be certain your laptop has virus software installed and the virus definitions are current.
• Scan your laptop for viruses and be certain it is virus free.
• Apply all Windows Updates.
• Provide your credentials for logging onto your laptop.
• Sign the confidentiality form and provide your contact information.
• Provide your start and end date.
• If you need an ACENET ID complete this form.

DATA HANDLING

• Don't leave sensitive data displayed on your screen when not at your desk
• Screen Savers are mandatory and should be password protected.
• Don't discard diskettes or other media with sensitive data on them; reformat or destroy them first.
  

EQUIPMENT HANDLING

• Please call us if you have old computer equipment to be removed from your division. We need to remove hard drives before they are salvaged.
• If you relocate equipment, please notify us so that we can track the equipment on the master inventory.
• The Department preference is to make older equipment available to Residents or Lab areas.
• The preferred vendor for JHU is Dell. Sony laptops are supported.
• Flat panel monitors require special cleaning care. Do not use traditional glass cleaners on these monitors.

ANTI-VIRUS PROTECTION

Hopkins has a site license for anti-virus software. It is available for free to use on your work desktop, laptops, etc., and your personal computer at home.

• Keep your anti-virus software up to date,
• Set up your anti-virus software to automatically scan your hard drive.
• Occasionally, mail messages warning of a virus are circulated, stating that you should send the message to as many people as you know. Often these are hoaxes which clog the mail system. Contact your network administrator or help desk prior rather than forwarding such a message. If you are interested, there is a website that lists hoaxes and real viruses.
• Never download files from unknown or suspicious sources.
• Always scan a floppy diskette from an unknown source for viruses before using it.
• Avoid direct disk sharing with read/write access unless there is absolutely a business requirement to do so.
• Back-up critical data and system configurations on a regular basis and store the date in a safe place.

EMAIL

• Don't waste Hopkins resources by sending chain letters.
• Don't broadcast messages without a very good reason. Check to see if approval is needed.
• Double check the "recipient" field when replying to messages from mail lists. You may be replying to a huge group instead of the individual who originated the message to the mail list.
• Don't open mail from senders you don't know. Catchy titles may be indicators that the mail message may be a fraud.
• Don't open suspicious attachments.
• If you receive unwanted, threatening, or otherwise offensive mail, tell the sender that you don't want to receive such mail and report it to your network administrator and abuse@jhmi.edu.
• Archive your e-mail and calendar if you want to retain your e-mails. JHMCIS deletes mail older than 180 days and calendar items older than 2 years.
• If you change office address, phone number, etc., you will need to update Groupwise directory information.

CONTINGENCY PLANNING

Backups should be done routinely, based on use and criticality. Important files or works in progress should be backed up in at least 2 drive locations.

• Back up media should be stored away from the computer.
• Backup hard drive or locally stored data if this is not performed by your network support group.
• Test your backups occasionally. Keep track of the backup dates.
• If you have to do your own backups, learn the constraints of your backup system (e.g., files and applications may need to be closed).
• Print several months or weeks of calendars as a backup.
• Prior to discarding electronic storage media, all data on the device should be destroyed, or the storage media should be physically destroyed, as the amount salvaged from the most storage devices (e.g., tapes, hard drives) may not be worth the exposure created by salvaging it.

OPERATING SYSTEMS

• Run windows updates regularly to apply Critical Updates to your operating system. It is possible to configure your pc for Automatic Updates.
• Run Ad-aware to remove spyware.

MISCELLANEOUS

• Attaching a modem directly to a workstation which is also connected to a Hopkins network represents a security risk. Do not attach modems directly to your workstation. To remotely access data on a Hopkins network, use an Internet connection and a Hopkins based VPN. Don't use modems. Use modem pools, an external ISP, or SecureLink instead.
• Don't attempt to scan the network or access others' files, etc. Access only what you are authorized to use.
• Report strange occurrences to your network administrator or help desk immediately.
• Unexplained events could be related to viruses or other security incidents.
• Desktop machines should not run public services, e.g., web services, mail services, compilers, FTP, etc.
• Report transfer and termination information of your employees to your network administrator so that access, etc., is turned off in a timely manner, e.g., within at least a week prior to the date of the change.
• Do not use AOL instant messenger or file sharing programs like Kazaa.
• Downloading pirated music or video files is an offense that leaves the institution and in some cases, you, vulnerable to serious legal action.
• Hopkins employees are offered the same pricing as all Hopkins buyers are offered by Dell. Personal purchases may not be made through the JHU due to the institution’s tax exempt status. If you are interested, please e-mail Jill_Welch@dell.com for an invitation.
• We are not permitted to give employees copies of software for installation on home pc’s. for non-JHU business purposes. All users who receive software for business use at home must sign a JHU Home Level Agreement.