Or. Admin. Code § 291-086-0040 - Process for Authorizing Adult in Custody Access to Approved Information Technology
(1) All
requests for adult in custody access to information technology must be
submitted to the functional unit manager or designee for approval, depending on
the area of responsibility, prior to granting access to the adult in
custody.
(2) The functional unit
manager or designee may only grant access to approved information technology.
Any request for access to information technology that is not approved
information technology must be denied.
(3) All requests for adult in custody access
to information technology shall be submitted on an AIC access to information
technology form (CD 1426A). The adult in custody supervisor shall submit the
request to the functional unit manager or designee for approval. If approved,
the adult in custody supervisor and the functional unit manager or designee
shall sign the request form and forward it to the technical support unit
responsible for implementation of the requested system (Information Technology
Services or Oregon Corrections Enterprises). If a USB drive is required for the
program or assignment, an accompanying AIC USB Drive Acknowledgement form (CD
1426C) must be submitted to the technical support unit responsible for the
implementation.
(4) Information
Technology Services or Oregon Corrections Enterprises technical support will
configure access as specified in the submitted AIC access to information
technology form (CD 1426A).
(a) A domain user
account and network storage location will be created for any approved adult in
custody specified on the form who does not already have such.
(b) The network storage location is the only
authorized data storage location for adult in custody use.
(5) No adult in custody shall be granted
access to information technology which contains data deemed inappropriate for
adult in custody access by the Department of Corrections Information Technology
Services Information Security Officer or is connected in any way to the
Department of Corrections information system network.
(6) The adult in custody supervisor shall
review the standards for information technology use listed in OAR
291-086-0050 with the adult in
custody prior to allowing the adult in custody to use information
technology.
(7) The functional unit
manager or designee shall maintain a file of all approved requests for adult in
custody access to information technology.
(8) Adult in custody supervisors shall abide
by all department rules and standards governing adult in custody access to
information technology. Adult in custody supervisors are responsible for all
work done by adults in custody on information technology and shall:
(a) Perform periodic audits of software and
data on the equipment to ensure appropriateness;
(b) Perform routine review of AIC access to
information technology forms (CD 1426A) no less than annually to ensure ongoing
necessity.
(9) As
appropriate, Information Technology Services or Oregon Corrections Enterprises
technical support will perform random reviews of Department of Corrections or
Oregon Corrections Enterprises information technology systems respectively to
ensure configurations conform to the approved configuration of the system. The
functional unit manager may contact Information Technology Services or Oregon
Corrections Enterprises technical support to request an audit of specific
information technology systems.
(10) Suspension or Restriction of an Adult in
Custody's Access to Information Technology:
(a) Any Department of Corrections or Oregon
Corrections Enterprises manager may suspend the authorization for an adult in
custody to access and use information technology if rule violations are
suspected.
(b) The institution
assignment office will be notified of the suspension and remove the adult in
custody from any assignment related to information technology and place the
adult in custody on "Review" status.
(c) Employees shall restrict access to the
system in such a manner as to ensure the adult in custody cannot access
it.
(d) As provided in this rule,
the adult in custody supervisor(s) will audit the usage of the system and may
request Information Technology Services or Oregon Corrections Enterprises to
investigate the system by sending a formal request to Information Technology
Services Security or Oregon Corrections Enterprises management. Department of
Corrections requests will be submitted to the Information Technology Services
Security Confidential email distribution list. Oregon Corrections Enterprises
requests will be through Oregon Corrections Enterprises support services.
Findings will be reported to the functional unit manager who signed the
investigation request form.
(e) If
rule violations are found to have occurred, appropriate actions will be taken
including but not limited to disciplinary misconduct reports, program failures,
and permanent restriction from access to and use of information
technology.
(f) As part of this
process, Information Technology Services or Oregon Corrections Enterprises
technical support may recommend to the functional unit manager or designee a
course of action to mitigate any problem which arises because of an adult in
custody's use of information technology.
(g) A decision to suspend or otherwise
restrict an adult in custody's access to information technology resulting from
a misconduct report or disciplinary order issued in accordance with the
department's rules on Prohibited Conduct and Processing Disciplinary Actions
(OAR 291-105) is subject to review only as provided in OAR 291-105.
(11) Any changes from the original
AIC access to information technology form (CD 1426A) must follow the same
approval process as a new request.
(12) Adult in custody access to and use of
information technology is not guaranteed and may be affected by technological
limitations, system updates or failures, hardware malfunctions, facility
security necessities, or acts of nature.
Notes
Statutory/Other Authority: ORS 179.040, 423.020, 423.030 & 423.075
Statutes/Other Implemented: ORS 179.040, 423.020, 423.030 & 423.075
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