HomeMy WebLinkAboutResolutions - 2010.07.07 - 10134t t 1
Commissioner Sue Annilliouglas missioner Aielley Taub
MISCELLANEOUS RESOLUTION 110143
BY: Sue Ann Douglas, District #12; Shelley Taub, District 16; John Scott,
District #5i 7/r1 4; vxmis
IN RE: linformation Technology - Policy on Electronic Equipment Hard
Drives to Protect Against Identity Theft
To the Oakland County Board of Commissioners
Chairperson, Ladies, and Gentlemen:
WHEREAS copy machines, certain printers and fax machines now contain
hard drives that store all data scanned by the machine, and
WHEREAS many owners of these machines are unaware that every document
is being stored by the machine and are not instructed on how to remove the
data, and
WHEREAS unknowing owners of these machines return them after the lease
has expired or sell machines that they own with the copied data still intact,
and
WHEREAS identity theft is a crime that continues to grow in the United
States and costs our economy billions of dollars each year, and
WHEREAS it is important for government, businesses and individuals to
be aware that some of the equipment that they use is storing sensitive data
for no good reason and that data will leave with the equipment if the hard
drive is not 'scrubbed', and
WHEREAS it is important for both government and the business community
to have a policy to ensures that no data will leave their site with the
equipment.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of
Commissioners adopts the Information Technology Policy on Electronic
Equipment Hard Drives to Protect Against Identity Theft and recommends that
other government entities and businesses take similar steps to protect the
general public.
BE IT FURTHER RESOLVED that copies of this resolution and policy be
sent to all local governmental entities in Oakland County, to our legislative
contingent in Lansing and to the Michigan Attorney General.
Chairperson, we move adoption of the foregoing resolution.
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TO: All Oakland County Departments and Offices
FROM: Oakland County Executive
SUBJECT: Hard Drive Data Protection Policy
DATE: June 23, 2010
I. Leased Copiers/Multi Function Machines
With respect to leased copiers and multi function machines, the vendor shall scrub the data
storage device consistent with Department of Defense scrubbing or data destruction standards
prior to removal of the equipment from the County's premises, or if that is not possible, the
vendor will remove the storage devices and provide them to IT at lease end. For all devices
scrubbed, the vendor shall individually certify the data destruction and shall identify the device
involved by make, model, serial number, department and physical location of the device.
In the interim, copiers with the ability to automatically scrub the data as jobs complete or on a
daily basis should be configured to do so. If maintenance requires the removal and
replacement of the storage device, the vendor shall scrub the storage device removed
consistent with Department of Defense scrubbing or data destruction standards, or if that is not
possible the vendor will provide the removed storage device to IT for destruction.
Leases for copiers/multifunction machines acquired in the future shall require the vendor to
certify either that: a) no data is retained on the machine between power cycles or that the
machines have the capability to automatically scrub the data as jobs complete or on a daily
basis; or b) that the device includes the ability to "scrub" data on the machine in compliance with
Department of Defense scrubbing or data destruction standards.
II. Owned Copiers and Other Equipment That Stores Digital Data
County owned copiers, printers and fax machines shall not be disposed of by Materials
Management unless and until IT has, to IT's satisfaction, either removed the storage devices,
overwritten the storage devices or otherwise insured that the devices are not leaving the County
with sensitive digital information intact.
Future purchases of copiers, printers or fax machines shall comply with the requirements for
leases of copiers/multifunction machines as set forth above.
The vendor and/or IT shall provide a documented procedure for setting "smart phones" and
similar devices back to factory defaults and for scrubbing the data stored on the phones to
Department of Defense scrubbing/data destruction standards. Such devices shall be reset to
factory default and scrubbed prior to release to Materials Management or the vendor involved.
Storage devices in County owned workstations, servers or mass storage devices should be
scrubbed to Department of Defense scrubbing/data destruction standards by IT or a contracted
vendor before release to Materials Management. If scrubbing is not possible, the storage
devices shall be removed and destroyed by IT.
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Resolution #10143 June 9,2010
The Chairperson referred the resolution to the Finance Committee. There were no objections.
FISCAL NOTE (M, R. #10143) July 7, 2010
BY: FINANCE COMMITTEE, THOMAS MIDDLETON, CHAIRPERSON
IN RE: INFORMATION TECHNOLOGY— POLICY ON ELECTRONIC EQUIPMENT HARD
DRIVES TO PROTECT AGAINST IDENTITY THEFT
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Chairperson, Ladies, and Gentlemen:
Pursuant to Rule XII-C of this Board, the Finance Committee has reviewed the above-referenced
resolution and finds:
1. The Department of Information Technology has established a policy on
Electronic Equipment Hard Drives to Protect Against Identity Theft and
recommends the policy be adopted by the Board of Commissioners.
2. Copies of the resolution and policy will be distributed to all local governmental
entities within Oakland County, and it is recommended that each government
entity and business take similar steps to protect the general public.
3. There are no fiscal implications with the adoption of this policy; therefore, no
budget amendment is recommended.
FINANCE COMMITTEE
FINANCE COMMITTEE
Motion carried unanimously on a roll call vote with Gingell
and Taub absent.
APPRCNVIE FOREGONG RESOLUTION
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Resolution #10143 July 7, 2010
Moved by Middleton supported by Douglas the resolution (with fiscal note attached) be adopted.
AYES: Capello, Coleman, Coulter, Douglas, Gingell, Gosselin, Greimel, Hatchett, Jackson,
Jacobsen, Long, McGillivray, Middleton, Potts, Runestad, Schwartz, Scott, Taub, Woodward, Zack,
Bullard, Burns. (22)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolution (with fiscal note attached) was adopted.