FHA Computer Policy

FHA Index

FEARRINGTON HOMEOWNERS ASSOCIATION
COMPUTER POLICY

This document sets forth the Fearrington Homeowners Association’s policies for the use of its computer.

The Board of Directors of the Association adopted this policy on March 1, 2005.

The document consists of the following parts:

PART 1: Purpose: A statement of the FHA’s intention for the use of the computer in its office and the types of information it is to contain.

PART 2: Access: The FHA’s determination of who is authorized to use the computer and for what purpose.

PART 3: Security: The policy for protecting the information on the computer and responsibilities for backing up its data

PART 4: Email: The email policies of the FHA

PART 5: Connectivity: How and when the computer should be connected to external networks and for what purpose,.

PART 1: Purpose: A statement of the FHA’s intention for the use of the computer in its office and the types of information it is to contain.

This section of the Fearrington Homeowners Association statement on its computer policy sets forth its intention for the use of the computer in its office and the types of information and software it is to contain.

1. The computer in the FHA’s office at the Gathering Place is owned by the FHA and is there solely for the purpose of maintaining information and applications necessary for the conduct of FHA business and associated activities

2. The computer will be the digital repository of all the official records of the Association. This includes, but is not limited to the following:

--Minutes of all official meetings of the Association

--Reports and minutes of all the Committees and Subcommittees of the Association

--Financial Reports of the Association

--Copies of all Covenants of all the phases and service groups that form the Association

--Decisions of both the local and the Board’s covenant committees and correspondence associated with those decisions

--All correspondence prepared for the officers and agents of the Association on the Association’s behalf

--Newsletters issued by the Association

--All forms approved by the Board such as those in the new residents questionnaire as well as any others used in the conduct of the Association’s business, including the history of changes thereto

--Information on the contractors and suppliers who deal with the FHA

--Records of all the assets owned by the FHA

3. The Association recognizes that the efficient conduct of its business by officers and directors, as well as members of committees or other agents appointed or by the Board to act on its behalf, requires that most, if not all, of the Association’s documents are initially created and maintained home computers. Each of these representatives of the Association is, however, under an obligation to assure that copies of all the documents he or she creates or modifies on behalf of the Association are placed on the FHA office computer in a timely manner.

4. The only software the FHA authorizes to be installed on the computer is software that the FHA is licensed to use and that has a legitimate use in the conduct of activities of the Association.

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PART 2: Access: The FHA’s determination of who is authorized to use the computer and for what purpose.

PURPOSE

To define who may use the Fearrington Homeowners Association (FHA) office computer.

POLICY STATEMENT

1. Only authorized people are allowed to use the FHA office computer. These people may use the FHA office computer only for the purpose of conducting FHA business.

1.1. A current list of authorized people in the format of Attachment A will be posted in the FHA Office. Access to the office computer shall be limited to the people on the list.

1.2. The names of the individuals authorized to perform the functional responsibilities will be maintained in a current status. These individuals will be authorization by the FHA Board President or, in the President’s absence, the FHA Board Vice President.

2. Level of authorization will be by function.

2.1. Functions include: FHA Board Member; FHA Office personnel; and FHA Computer Committee Members. Other functions may be added if needed.

2.2. Within functions, different people may have different access capabilities depending on their needs. In general, people will have Write/Modify capability only in those folders related to their duties. Access capabilities are listed for each authorized person in Attachment A.

3. Write/Modify capability will require a password for access.

3.1. Each person with Write/Modify capability will have a unique password. See Security Policy for details.

3.2. People with Read Only capability do not need a password for access.

4. New programs will be added to the computer only when authorized by the FHA Board President or the person designated by the President for such responsibility.

PART 2: ACCESS—ATTACHMENT A
Computer Authorization

Functional Responsibility	Purpose	Access Capability*	Name(s)	Expiration Date
FHA BOARD
Treasurer	Maintain Financial Records	Update
Financial Officer	Maintain Property Records	Update
Secretary	Maintain Official Minutes and correspondence	Update
Director—Covenant Issues	Maintain Correspondence and documents related to covenant matters	Update
FHA OFFICE
Office Manager	Maintain email accounts and files related to office operations Authorized office volunteers to access email and other files necessary to office operations	Update
Accounts Receivable Manager	Maintain records for accounts billed by FHA	Update
Office Volunteers: Operations	Check email and perform other actions at the direction of the office manager	Update
Office Volunteers: Reports	Obtain preformatted reports	Read
COMPUTER COMMITTEE
System Administrator	Install, delete, and update hardware and software changes Perform backups Administer virus protection Establish passwords	Full Control
Backup System Administrator	Same as system administrator	Full Control
Email administrator	Maintain mail lists Maintain mail accounts	Update

*Access/Capability: Windows XP provides for setting permissions at the following levels:

Permission	Allows
Full Control	Viewing, running, changing, deleting, and changing ownership
Modify	Viewing, running, changing, and deleting
Read & Execute	Viewing and running
Read	Viewing
Write	Viewing, running, changing, and deleting

These permission levels are simplified in the FHA Computer Authorization table to just three: Update, Read, and Full Control. The latter two correspond to the same Windows XP permission. The “Access/Capability” of “Update” indicates that a person with this capability will be able to add, change or delete records in programs to which they are granted permission. They will not have full administrator controls: i.e. they cannot add or delete applications, change passwords or accounts and so forth.

AUTHORIZED BY: _____________________________________ DATE: __________________

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PART 3: Security: The policy for protecting the information on the computer and responsibilities for backing up its data

PURPOSE
Establish rules regarding the protection and safekeeping of hardware, software, email, files and documents for the FHA Personal Computer and System, currently located in the FHA Office.

STATEMENT
For each issue defined, this policy addresses authorization, responsibility, action steps, and timeframes.

ISSUES

1. Hardware/Software/Programs (add, delete, update)

a. Authorization
FHA Board or designated Director (recommendations by the Computer Committee).

b. Responsibility
System Administrator or back-up Administrator.

c. Action Steps
Additions/Deletions/Updates.

d. Frequency
As directed by FHA Board, it’s designated Director or Computer Committee.

2. Program Audit

a. Authorization
FHA Board or designated Director (recommendations by the Computer Committee).

b. Responsibility
Computer Committee – Operations Sub Committee.

c. Action Steps
Review all programs loaded on FHA PC(s) to ensure the system maintains its legality. Delete or change as required.

d. Frequency
Annually.

3. Back-Up Procedure

a. Authorization
Computer Committee – Operations Sub Committee should recommend appropriate backup software and storage (CD, tape, etc.).

NOTE: All program/application software should be available on CD’s or through a download.

b. Responsibility
System Administrator or back-up Administrator.

c. Action Steps
Back-up all data on authorized back-up system.

d. Frequency
Weekly.

4. Virus Protection

a. Authorization
System Administrator.

b. Responsibility

i. Software – System Administrator.

ii. Updates - Authorized FHA Office personnel as designated and directed by System Administrator.

c. Action Steps

i. Software – Ensure software is loaded and current. Purchase and install new virus protection as needed.

ii. Updating - Run virus update program scan and updates as directed by software loaded on PC.

d. Frequency

i. Software – As needed (usually annually).

ii. Updates - Weekly.
NOTE: Although software may be set up to run automatically, currently the FHA Office PC is not online for long enough periods for this to ensure updates occur.

5. Password Policy

a. Authorization
FHA Board or designated Director (recommendations by the Computer Committee).

b. Responsibility
System Administrator or back-up Administrator.

c. Action Steps

i. Assignment –
Assign passwords as needed by desktop settings or email requirements.

ii. Storage Options –
1) Create and maintain a protected document or database that includes a current list of passwords.
2) Purchase password management software.

NOTE: Codes for access to either method would be given only to authorized persons, e.g. FHA President, Computer Committee Chair.

d.       Frequency

Assign passwords as needed.
Change passwords -
    As authorized persons change.
    Annually to coincide with change of FHA Board members.

6. Email Security

a. Authorization
FHA Board or designated Director.

b. Responsibility
FHA Office personnel or Email administrator as designated and directed by Board and Office Manager.

c. Action Steps
Review email messages and take appropriate action.

d. Frequency
Daily

7. File Structure – Partitions & Rules

a.       Authorization
FHA Computer Committee – Operations Sub Committee.

    All documents will be created and maintained under the 2^nd partition, FHA Documents, as currently set up.
    Delete documents currently listed on C drive under FHA Documents. (Check to be sure documents have not been updated in this location. Move to 2^nd partition if necessary.)

b. Responsibility
System Administrator or back-up Administrator.

c. Action Steps
Set up approved File Structure and review for accuracy.

d. Frequency
Review semiannually.

8. Desk Top Settings

a. Authorization
FHA Board or designated Director (recommendations by the Computer Committee).

b. Responsibility
System Administrator or back-up Administrator.

c. Action Steps
Set up accounts as authorized.
Recommendation - (Name; User; Permissions; Password).

i. FHA
System Administrator & back-up Administrator.
Full permissions.
Password protected.

ii. Authorized Volunteer
FHA Board, Committee Chairs, Authorized Email persons, etc.
Document creation & edit; Internet; Email.
Password protected.

iii. General
Document Read Only. No Internet
No Password.

d. Frequency
Review annually.

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PART 4: Email: The email policies of the FHA

MANAGING EMAIL ON THE ISP SERVER

The FHA recognizes that from time to time the individuals who are designated as having the responsibility for managing the incoming email (see Responsibilities, below) may need to do so from their home computers. Such circumstances dictate the need to keep email messages on the ISP’s server for a certain minimum time, so that the email can be managed efficiently. The individuals responsible for managing the FHA’s email are designated to decide how long to keep the email in the ISP server considering the consequences of such a decision on the space limitations. The people responsible for managing the email are also to assure, however, that all email that is of consequence to the FHA operations is downloaded to the FHA office computer in a timely manner and is filed or disposed of in a way that benefits the FHA operations.

MASS MAILINGS

The Fearrington Homeowners Association will on occasion send out mass mailings using an email address book that it maintains for that purpose. It is the intent of the FHA Board that the use of mass mailings be kept to as few as possible. Wherever possible the Board prefers the use of the monthly newsletter or the FHA’s website bulletin board as the normal means of disseminating information to the community.

The FHA authorizes the use of these mass mailings for the purpose of notifying the Fearrington community of:

The deaths of residents or former residents. public FHA meetings

Urgent FHA announcements that come up between Newsletter editions.

Alerts on such events as power outages, water cutoffs, severe weather, weather-related cancellations, etc. The FHA desires, that individuals originating such notices assure that conditions are verifiable and factual. Every effort must be taken to avoid sending alarmist or false reports.

The FHA prohibits the use of the mass mailings from its address book for any of the following purposes:

Commercial or private announcements to which the FHA is not a party.

News or announcements for which there is sufficient time that they can be included in the monthly newsletter.

Political announcements or announcements by interest groups that intend to affect public policy. Notwithstanding this prohibition, the FHA Board may, from time to time, decide that it is in the best interests of the community that it, the FHA Board, take a position on a public policy matter. In such instances if the urgency of the matter prevents the Board from using the newsletter as a means of alerting the community to its position, it may authorize a mass mailing to state its position.

Any announcements that will only pertain to a relatively small number of the people whose email addresses are in the address book. This would normally include any announcements from Fearrington clubs or organizations, whose membership only constitutes a part of the Fearrington community. (The FHA recognizes, as an exception to this prohibition, that there may from time to time arise an instance where a Fearrington Club or organization, such as Fearrington Cares, may need to send out a mass mailing to the entire Fearrington community and request the FHA to do so using its address book. The FHA considers such clubs or organizations, since they are constituted almost exclusively of Fearrington residents, as a part of the Association and will accept such requests as long as they otherwise meet the requirements for mass mailings, particularly that their urgency prevents the use of the newsletter.)

ADDRESS BOOK MAINTENANCE

The FHA will maintain an email address book of the email addresses of people who are to receive mass mailings from the FHA. This address book is the property of the FHA and will only be used for mailings that are consistent with the FHA policy on mass mailings. The address book will not be sold, lent or given to any person or party for any purpose that is not directly related to the activities of the FHA.

The FHA email address book will include the email address for the following--identified as members of the Fearrington community for these purposes:

Property owners who are members of the Association, whether or not resident in Fearrington Village.

Renters of Fearrington properties.

Former residents and property owners who request to continue receiving mailings.

Commercial activities or representatives of commercial activities that are centered on Fearrington Village, such as Fitch Creations and the shops and business located in the Village.

People or organizations whose activities are such that they bear upon the interests of the Village or its residents, such as elected political officials, the Chatham Council on Aging and so forth.

Email addresses will normally be added to the address book or amended in the following instances:

When a new resident arrives provides an email address.

When someone advises the directory editor of a new or changed email address. (It is planned that in the future, updates and changes to the Village Directory for email address will be processed in such a manner that they will automatically update the email address book.)

A person requests to be included.

Email addresses will normally be deleted from the address book when:

A person requests to be deleted.

Owners sell their property in Fearrington (unless they otherwise request to remain on the mailing list) or non-owners move from Fearrington. (We recognize that the knowledge of these events may be slow in coming to the editor of the email address book, with the consequence that a person may continue to receive the mass mailings long after they are otherwise eligible to do so.).

It is the FHA’s intent that the process for maintaining the email address book be such that it meets the following criteria:

Access to the address book be protected by reasonable means to assure that it is not compromised to be used for purposes inconsistent with the FHA’s policy on mass mailings.

While recognizing that efficient operations and good computer practices may require that several copies of the address book be maintained, the FHA desires that this be done in a way that permits the automated synchronizing of these copies to assure that they are consistent.

Email Responsibilities

Receiving, Reviewing And Taking Action On Incoming Email. The FHA Office Manager, and such other volunteers as are designated by the Office Manager will review incoming email on each day the office is opened. A designated person will check office email from home on weekends and holidays. They will identify that email which is legitimately directed to the FHA and delete all the spam. For the FHA email they will respond to it or take such necessary actions as are within the purview of the office’s operations. They will forward email that is not within the purview of the office’s operations to the appropriate FHA Officers, Directors or members of the FHA Board committees.

Email Address Book and Mass Mailings. A member of the computer committee, together with one or two alternates to act in his or her absence, will be designated to maintain the FHA’s email address book. Mass mailings using this FHA Email Address Book may only be sent by the following:

The FHA Office Manager

The person designated to maintain the address book, or in his or her absence, one of the appointed alternates.

Any Officer or Director of the Fearrington Homeowners Association.

Any request for an FHA mass mailing must be sent to one of these individuals for him or her to decide if it complies with FHA policy on mass mailings. If one of these individuals has any doubt about whether or not it complies with the policy, he or she is to consult with the Officer or Director appointed by the Board with responsibility for computer matters and together reach a decision on the particular request.

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PART 5: Connectivity: How and when the computer should be connected to external networks and for what purpose,.

The FHA office computer will be connected to the FHA’s internet service provider via a digital subscriber line (DSL).

The person designated as the FHA systems administrator will assure that the internet connections are reasonably protected from attack by the appropriate firewall software.

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