Page 68 - HCSD SOPandIC Manual

SECTION XIII – TECHNOLOGY SYSTEMS

Technology Systems

Physical security and maintenance over technology equipment, peripherals and media

Purpose: In order to ensure the overall performance of the technology systems, the equipment must
be protected from harm, abuse, misuse and pilfering.

Reference: Policy EI – Computer Software Usage
Policy IJ – Technology and Instruction – Electronic Information Resources

The Technology Director shall work with School Business Administrator, the Maintenance Director and
the School Principal and/or Department Supervisor to ensure that the following are enforced:

1. Rooms or areas that house servers are secured and access to these areas is restricted to authorized
personnel only.

2. Keys or cards that allow access to the areas should be limited in number and accounted for regularly.

3. Review the personnel who have access to these areas at least biannually.

4. Maintain a log of any visitors to the secure area with name, date, time entered, time exited and
purpose of visit.

5. Verify that rooms or areas that house substantial amounts of computer or technology equipment used
in the operation of the district are housed appropriately.

6. Inspect, at least annually, that all computer and technology equipment is tagged and inventoried.

7. Verify, at least annually, that all equipment is still located where the inventory record states and
ensure that when equipment is moved, the inventory record is updated.

8. Maintain an inventory of computer related parts, supplies, consumables, and peripherals.

9. Install cables and other locking mechanisms when appropriate to secure individual pieces of
equipment.

10. Maintain a master set of user manuals to ensure continuity of operations should other versions be
destroyed. A master set of manuals should be held in another area, building, in a fire-rated cabinet or
scanned and stored electronically in multiple locations.

11. Secure, where necessary, media that is utilized for back-up of information, applications or systems
including disks, tapes and other output in the cloud, in another area, building and/or in a fire-rated
cabinet.

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