[Web4lib] [english 100%] [unknown language 98%] Information Technology Procedures Manual

[Robin Boulton]

I agree with all those points (although I'm reliably informed that if you
are in an Active Directory environment and the system password were not set
up correctly to begin with, it might be virtually impossible to change them
now without horrendous consequences).

We are a small IT group (two 1/2 people). We all have access to all the
passwords, which we keep in a Word file (with a name that cunningly avoids
any reference to passwords or security issues) in a network folder that most
staff are not even aware of. Even if they stumbled over it we don't
specifically say that there are passwords; there's just the name of a system
(gobbled-gook to anyone but us), some vague nonsense notes, and the related
password. We have it all in a Word document, in a table that separates the
three elements so it's clear to us but pretty nonsensical to anybody else
(except a real hacker, and if one of those gets that far we're hell-bound
anyway).
 
The big conflict we have going on right now is that I want documentation of
what machine - physical and virtual - is where, what is does, how to deal
with it if there's a problem, etc. The guy who reports to me is our network
genius and he has totally re-designed the system to the point where I no
longer understand much of anything - it's now a much better system that I
don't comprehend! - and he would rather eat pins than document anything, so
I'm having to squeeze it from him a drop at a time, like blood from the
hardest granite, but I'll get it out of him sooner or later. Maybe I'll send
him to Gitmo for a while before they shut it down!

Hope this helps - and I hope others respond; this could be a very useful and
thought-provoking discussion.

Robin 


Robin Boulton  
IT Manager
St. Charles Public Library District
St. Charles, IL 60174
(630) 584 0076 x 258  
Cell:(630) 918 8738 
http://www.stcharleslibrary.org/
robin at stcharleslibrary.org



-----Original Message-----
From: web4lib-bounces at webjunction.org
[mailto:web4lib-bounces at webjunction.org] On Behalf Of Schooff, Rose (LVA)
Sent: Thursday, November 12, 2009 2:27 PM
To: web4lib at webjunction.org
Subject: [english 100%] [unknown language 98%] [Web4lib] Information
Technology Procedures Manual

Do you have any procedures and/or policies manuals that deal with your
IT function? Why I'm asking is because we've learned a hard lesson here
in Virginia with a computer guy dying and libraries were left in a lurch
trying to guess passwords, trying to figure out what piece of equipment
did what etc. We also have had some libraries where the technology
person has left, been laid off, retired etc and there was not a central
location for passwords, documentation, etc.

I am interested in sample documentation in order to help other libraries
develop a written procedure that I think is highly necessary in today's
environment of almost everything being "virtual reality" and you can be
locked out of it if you don't take the proper steps to prevent an "oh
crud" moment.

What I am thinking the procedure would include is that the Director or
other designated person have a password protected file (like Word or
Excel [but is that secure enough]) or software (like PassKeeper) in a
secure location (either physical or virtual) that they share with the IT
person. For example, if the IT person changes the web server's password
they document that change in the shared file. Another procedure would be
is to "name" those machines and make sure they are physically labeled.
Another point would be probably in the HR procedures that if the IT
person is no longer employed with the library that the passwords be
changed immediately.

Sorry for the rambling, but that's how it's just falling out of my head.
Not quite sure what this would look like, but have an idea.

 
Rose M. Schooff
Technology Consultant
Library Development and Networking
The Library of Virginia
(804) 692-3772
 
 
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