Last Revised: June 20, 2001
The Library provides staff with computer hardware, software, and access to computer systems and capabilities to enable them to perform their assigned duties. While the computers and systems provided might be used for limited personal use that does not interfere with job performance or involve personal monetary gain, the computers and systems must be optimized for work-related functions. This is of growing importance as we rely on increasing sophisticated software, a greater diversity of software and have become networked.
This memo highlights policy specific to the computer technology resources in the Library. It is intended to clarify University Policy #52 Use of Computers and Data Communications. If there is a discrepancy between this document and University Policy #52, the University policy takes precedence.
The computer on a staff member’s desk will be treated just like any other equipment provided by the Library. A certain amount of privacy is extended as a courtesy to the materials kept on a staff member’s computer, but the Library has the right to access any information stored on a work-related computer. Ordinarily the Library will not access files on individual staff member’s computers. However, in cases of emergency or suspected computer misuse the Library may access any files, programs, passwords, account information, etc. without notice. Also, while the Library’s Systems staff will avoid accessing a staff member’s files while working on computer problems, in rare cases this is not always possible to do.
Systems are configured and software is loaded on Library computers to be used in the performance of Library duties. These software programs are supported and maintained by the unit, the Systems Unit and the Computer Center. The system configuration is used because it is an optimal balance between performance and stability. Loading new software, removing existing software or changing the system configuration may lead to problems with viruses, disk crashes, and incompatibility. No staff can load software on their Library computer or modify the system configuration without first getting approval from the Library’s Systems office. The System Office will check for compatibility, etc. New, work-related software or configuration changes need to be endorsed by the staff member’s unit head. Staff should therefore alert their unit head and the Systems Office if they believe a new software package or release will be a significant enhancement.
The Library is not responsible for the protection, backup, or retrieval of non-Library data files and uninstalled software on a computer. If the hard disk crashes, the Systems Unit is not responsible, beyond a courtesy effort, to save this data. Staff are responsible for your own backups. In addition, the storing of this data on a staff computer must not impede the regular operation of this computer. Staff will be required to remove any non-essential software that interferes with the operation of the computer for its primary purpose.
Each individual that creates files on their computer is responsible for the backup of that data. Units may wish to have additional policy for important data. Making a copy of vital information to the Library fileserver is the responsibility of the individual and their unit supervisor. The fileserver is backed up every night. Files deleted from the fileserver by mistake can be undeleted. This may not true for a computer hard disk. Multiple copies of important files should be made and stored in safe places. CDs can be made for archival data.
Web server software (software that makes a PC into a web server) is not to be loaded on any Library-owned computer without the approval of the University Librarian. Web servers in the Library building itself can create data traffic from users outside the university community. Outside users throughout the world might be able to find pages on this web server using standard search engines and can accessing them without control. The data traffic can negatively effect response time of ALL computer access within the Library; not to mention slow down the computer in which it’s located. For this and other reasons, even the Library’s homepage is not located on a computer in the Library. Web servers make it easy to commit Library resources to projects outside the mission of the Library so they must be carefully considered, researched, tested, and supported by Library administration.
Computers on staff desks should not be configured with password-controlled screen savers or other security software that prevents Systems staff from accessing a staff member’s computer at anytime. Systems staff might need access to a computer for maintenance or support during hours the staff are not available. If a computer must be secured because of the data it contains the unit head and Systems staff need to be provided with the passwords. Computers in the public area and in classrooms do have security software and passwords. Most of the Reference staff and the Systems staff know the current passwords.
When a staff member terminates their employment from the Library, the Systems Unit will review the staff member’s electronic data and computer access before they leave. Important files might need to be moved to locations on the fileserver so that they are available to your replacement or your supervisor. Passwords to the staff member’s accounts will be canceled, so the supervisor will need to ensure that new passwords are set up for the new staff member. Personal data and emails will need removed or transferred. The staff member should make an appointment with the Systems Librarian.
Questions or problems with any computer resources (hardware, software, or access), should first be reported to the Systems Unit. If the Systems Unit staff are not available, the staff should call the Computer Center Help Line at 7284.
If a staff member plans to ask Client Services Unit of the Computer Center for special help with a computer project that is Library-related the Systems Unit should be alerted first. As the Library’s Computer Center liaison, the Systems Librarian needs to be informed of requests. The Systems Librarian can provide insights on how best to handle requests and with whom to talk to get the best results.
Hunter Library | Library Insider | Last updated: 12/13/04