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Software Installation Policy

Overview

Installation of unauthorized software on devices within the City of Melrose (City or the City) or the Melrose School Public School District (MPS) including files and software downloaded from the internet or obtained through email can cause serious problems affecting everyone on the connected network. Viruses/malware/ransomeware etc., are very easily introduced through a network and connected devices by these methods. Hackers and nefarious online criminals can obtain access to data they should not have and  compromising employee and student information. Installation of applications can cause replacement of DLLs that can conflict with those installed for authorized software as well and open a window for malware.

Purpose

The purpose of this policy is to ensure that every employee, volunteer, board, council and committee member and contractor understands and agrees to abide by, specific guidelines for software, program application installation and use on City or MPS issued devices. Also, to minimize risk of system infections and exposure to, and/or loss of, private data. It is the goal of the City of Melrose IT Department to keep an accurate inventory of software licenses and to distribute software accordingly. 

Scope

This policy applies, but is not limited to, all employees, volunteers, board, temporary workers, interns, council and committee members, teachers, administrative staff, after-school staff, contractors and students who use the City or School’s devices. Email, internet, Software as a Service (SaaS) applications, apps, social media, wireless or any other kind of technology use. All use must conform to the guidelines presented in this policy.

Definitions

IT Department - The City of Melrose IT Department consists of both City-paid employees and MPS-paid employees. The department should be considered one entity.

Users - Users of the devices and software as defined in the Scope section of this document.

Responsibility

It is the responsibility of IT staff to make this policy known, understood and to enforced. It is the responsibility of the City dept. Heads to keep compliance in their departments. It is the responsibility of the school principals to enforce this policy in their buildings and the superintendent to enforce the policy district-wide. 

Policy

  • Software is provided for use on City-owned and issued devices as a means to accomplishing tasks. For these purposes, software is maintained and supported by the City of Melrose IT Department (CoMIT). Software is not supported for these programs for personal use at home or at work.
  • Software and apps installed by users on non-city-issued devices such as a personal cell phone or laptop, are not supported by CoMIT
  • Software issued by CoMIT including installable applications and SaaS are not supported on personally-owned devices. 
  • Only software purchased and licensed by CoMIT is allowed to be installed on City/MPS-owned devices
  • City/MPS-owned software will not be installed on personally-owned devices. Licenses for this software cannot be tracked or uninstalled when the employee exits employment or is finished using the software. SaaS applications can be used on personal devices but not supported.
  • Donated software or drivers for donated hardware will be checked and approved for use before installation. As a default, the CoMIT will not install any hardware drivers for hardware that hasn’t been approved beforehand.
  • Software personally-owned by employees will not be installed on City/MPS-owned devices. Without the license-ownership, the CoMIT may not be able to patch software. CoMIT cannot safely determine the ownership or the authorized license of software brought in by an employee.
  • Users are prohibited from installing software on their devices unless given approval by CoMIT. 
  • CoMIT is not responsible for personally-owned software such as apps that may be installed on android or IOS devices owned by the City/MPS nor is CoMIT responsible for any data loss that may occur on those devices. 
  • Users will not obtain access to a City/MPS-owned device by working around security set in place by CoMIT to prevent such access. This could allow the installation of software without approval.
  • Pirated software will not be installed on City/MPS-owned devices.
  • Software will not be installed on devices that are not owned by the City/MPS and used on the City/MPS wireless or wired networks that could pose harm to other systems, servers and software. Additionally, software installed that uses internet bandwidth.
  • The City/MPS retains ownership of all software applications including SaaS and is considered their property. If at any time CoMIT requires the removal of the software installed or any physical copies of software such as but not limited to, DVDs, CDs, USB flash drives, other external storage devices, DLLs, snap-ins, browser add-on extensions etc., users must surrender the items to CoMIT. 
  • Users will not make copies of software installed on their machines or copies of software physical media. 
  • Users will not be given administrative right to their City/MPS-owned device in order to use software.
  • Software will not be purchased without approval by the CoMIT.
  • Software will not be purchased if it does not meet the requirements set forth by CoMIT.
  • Software requirements: Software will not be installed on devices that have inadequate computing hardware to support the application. 

Procedure

If a new software is required, users can request the software through the CoMIT ticket system. Please keep in mind that software costs may be the responsibility of the requesting department. These requests should be discussed with the department head or principal prior to making the request.