Eastern Washington Center for the Deaf and Hard of Hearing

Eastern Washington Center for Deaf and Hard of Hearing

WORKSTATION USE POLICY

 

 

Introduction

EWCDHH has adopted this Policy on Workstation Use to comply with federal and state law requirement, as well as with our duty to protect the confidentiality and integrity of confidential client service information. All personnel of EWCDHH (this includes employees, volunteers and interns) that use computer terminals must be familiar with the contents of this policy and follow its guidance, as appropriate, when using computer equipment. Familiarity with the plan and demonstrated competence in the requirements of the plan are an important part of every EWCDHH personnel's responsibilities.

Assumptions

1. Every computer workstation at EWCDHH is vulnerable to environmental threats, such as fire, water damage, power surges, and the like.

2. Any computer workstation at EWCDHH can access confidential patient information if the user has the proper authorization.

3. All computer screens are only visible to individuals who do have access to confidential information that may appear on the screen.

Preventative Measures

1. All computer users will monitor the computer's operating environment and report potential threats to the computer and to the integrity and confidentiality of data contained in the computer system. For example, if air conditioning fails and the temperature around the computer could exceed a safe level, the user must immediately notify the EWCDHH Executive Director, or their designee.

2. All computers plugged into an electrical power outlet will use a surge suppressor as supplied by EWCDHH.

3. All personnel using computers will take appropriate measures to protect computers and data from disasters.

4. Personnel using computers will not smoke at or near the terminal - there is no smoking in any area of the EWCDHH building. Personnel using computers will not eat nor drink at the terminal to prevent damage due to spills and so forth.

5. Personnel logging onto the system will ensure that no one observes the entry of their password.

6. Other than the Executive Director or Information Systems staff, Personnel will neither log onto the system using another's password nor permit another to log on with their password. Nor will personnel enter data under another person's password.

7. After three failed attempts to log on, the system will refuse to permit access and generate a notice to the system administrator.

8. Each person using EWCDHH's computers is responsible for the content of any data he or she inputs into the computer or transmits through or outside the EWCDHH system. No person may hide his or her identity as the author of the entry or represent that someone else entered the data or sent the message. All personnel will familiarize themselves with and comply with EWCDHH e-mail policy.

9. No employees may access any confidential client or other information that they do not have a need to know, based upon a role analysis completed by EWCDHH. No personnel may disclose confidential client or other information unless properly authorized (see the Confidentiality Policy).

10. Personnel must not leave printers unattended when they are printing confidential client or other information. This rule is especially important when two or more computers share a common printer or when the printer is in an area where unauthorized personnel have access to the printer.

11. Personnel may not use the EWCDHH system to solicit for outside business ventures, organizational campaigns, or political or religious causes. Nor may they enter, transmit, or maintain communications of a discriminatory or harassing nature or materials that are obscene or X-rated. No person shall enter, transmit, or maintain messages with derogatory or inflammatory remarks about an individual's race, age, disability, religion, national origin, physical attributes, sexual preference, or health condition. No person shall enter, maintain, or transmit any abusive, profane, or offensive language.

12. Personnel using the computer system will not write down their password and place it at or near the terminal, such as by putting their password on a yellow stickie on the screen or on a piece of tape under the keyboard.

13. Each computer will be programmed to generate a screen saver when the computer receives no input for a specified period. Supervisors may specify an appropriate period to protect confidentiality while keeping the computer available for use.

14. Users must log off the system if he or she leaves the computer terminal for any period of time. Exceptions to this sub-section must be approved by the Executive Director, or their designee.

15. No personnel may download data from the EWCDHH system onto diskette, CD, hard drive, fax, scanner, any network drive or any other hardware, software, or paper without the express permission of the EWCDHH Executive Director, or their designee.

16. No personnel may download any software or programs, or delete any existing programs, without express permission of the EWCDHH Executive Director, or their designee.

 

 

Enforcement

All supervisors are responsible for enforcing this policy. Personnel who violate this policy are subject to discipline up to and including termination from employment, removal from EWCDHH property, or civil or criminal liability.

THIS POLICY IS EFFECTIVE UPON SIGNATURE:

 

______________________________ Date: _______________

Char Parsley, Executive Director