Access Arts Inc. defines a Member as any person who has filled out a membership form to join the organisation.

Staff are defined as persons engaged in Office, workshop/project or program, Volunteer or Student placement work at Access Arts Inc.

Definition:

Information Technology (IT) is defined as the entire array of mechanical and electronic equipment which aid in the storage, retrieval, communication, and management of information. Such equipment includes computer and communications hardware and software.

Purpose:

To ensure the appropriate usage of all Information Technology at Access Arts Inc. by all Members and Staff.

Policy:

1. IT Usage Policy:

Access Arts will not tolerate any Internet or Email usage for pornography, hate inspired, racist, antisocial and/or abhorrent, illegal material or any material that is a breach of an acceptable usage policy.

2. Internet:

Internet usage by Employees, not related to work at Access Arts, such as surfing the net or checking personal web based email accounts is to be restricted to designated breaks, such as lunch breaks.

3. Email:

Email accounts provided for Employees (@accessarts.org.au accounts) are primarily for Access Arts Inc.-related work. Employees are required to keep personal emails sent to and from these addresses to a minimum.

4. PCs/Laptops:

• PCs and Laptops owned by Access Arts Inc. are primarily to be used by Access Arts Inc. Employees to fulfil their duties as stipulated in their Access Arts Inc. Contract Position Description.

• Volunteers may use PCs as directed by Access Arts Office Staff. They may use PCs for personal use only if requested and approved by an Employee. The same rules for internet usage listed in ‘IT Policy’ apply at all times.

• Financial Members of Access Arts Inc. may request the use of an Access Arts Inc. PC/Laptop and/or internet connection in the Access Arts Office.

• Members of the public may request the use of Access Arts Inc. IT Equipment on the proviso that they become a Financial Member of Access Arts Inc. The same rules of usage as stipulated in the ‘IT Policy’ apply to these members.

IT Procedure

1. Abuse of Internet or Email procedure:

If a sufficient amount of material is discovered that points to the blatant abuse of the internet, the abusive material and/or associated user account is then documented and passed in the strictest confidence to the Executive Director and/or the Access Arts Inc. Management Committee by the IT Administrator.

2. Equipment:

• Financial Members who wish to use Access Arts Inc. Equipment in the office must contact an Access Arts Inc. Employee in advance, as equipment may not always be available.

• Lending/Hiring of PCs and/or Laptops in the Access Arts Inc. Office or out of the office is at the discretion of the IT Administrator, or if he/she is not available, an Access Arts Inc employee.

• Any equipment that is to leave the Access Arts Inc. Office must be first approved by the IT Administrator or other Access Arts Inc Employee and an Equipment Loan Agreement signed by both parties.

3. Security:

IT Security is divided into two sections – Physical Security and Virtual Security.

Physical Security:

• The Network consists of the Server, 16 port Switch, and ADSL Router, a Wireless Router, a Wireless Access Point and a Patch Panel that connects Ethernet cabling from the Switch to the individual PCs.

• All the Network components are secured in a corner of the office. The office itself is secured by a locked glass door and a pass code protected alarm system.

• All Access Arts Inc. software is kept in a locked cupboard, to which only the Executive Director, IT Administrator or a nominated person have access.

• The security of Personal Data of Members and Staff in Databases and documents is maintained by the use of passwords and permission restrictions.

• No Credit Card or financial information is kept on our computer network, except that information kept in MYOB, to which only the Finance Officer has access.

Virtual Security:

• The Access Arts Inc. Domain is secured by a software firewall and anti-virus solution. Each user has a username and password, and different users have different levels of access to IT resources as their position and need dictates.

• The integrity of the Server operating system and the PC operating systems is further enhanced by limited permissions to install, uninstall or otherwise modify the operating system and general software environment. Only the IT Administrator has full Domain Administration privileges to make system wide changes.

• Installation and modification of the software environment must be approved and performed by the IT Administrator.

• Wireless security for both wireless networks at Access Arts Inc. is enforced by 128-bit WEP encryption and password protection.

• Remote access (access from outside of the office) is available to approved staff and Board Members after approval and configuration by the IT Administrator.

• All other accounts are disabled for Remote Access by default.

• If the IT Administrator is not in the office, and the Server experiences instability, power problems, application problems etc that affect data or network access, the Server may be restarted by an appointed Staff member, if possible in consultation with the IT Administrator.

4. Administration:

• All IT administration is performed by the IT Administrator. This includes allocation of resource permissions, parameters of user accounts and email accounts, and general maintenance and backup of the Server and Workstations.

• The Server is configured to produce daily reports on server performance and function, and monthly reports on internet and email usage, as well as web sites visited/listed by user.

5. Maintenance:

• Daily backups are performed by the IT Administrator and stored off-site (tape-backups) for data redundancy in the event of fire or catastrophic damage to the server/office.

• Maintenance is performed on the Server by the IT Administrator once per month, and as required on the workstations.

6. Planning:

• The IT Administrator has developed an IT Management Plan, to be reviewed and presented to the Access Arts Inc. Management Committee when appropriate.

• This document outlines the state of the network at that time and any recommendations for upgrades.

• The Management Committee will then consider these recommendations and allocate funds accordingly.