The BJHCHS computer network
and the computers on the network are owned by the agency and are intended
to be used by agency employees conducting agency related business. These computing
tools are not intended for personal use.
Using the computing tools
provided to you to perform the duties of your job. One example of
appropriate use would be the sending email to others to ask questions of,
or to provide others with job related information/data.
·
Using
the computing systems to conduct ones own personal business.
·
Installation
of any software on BJHCHS computers without first clearing it with someone in
the Systems department. This includes any software downloaded from the
internet as well as any personal software brought in from other sources.
Examples of this would be screen savers, both those download from the internet,
such as Webshots, and any software that someone may
bring in from home. Installing any unauthorized software can in turn
create problems with the functioning of your computer and/or the software
installed on it.
·
The
downloading or electronic distribution, displaying, or printing of any material that may be deemed offensive by
anyone is also deemed inappropriate.
Account Setup:
Once the above accounts have been set up, Systems relays all
of the account information to the new employee’s supervisor.
First-time sign on instructions:
Because passwords should always be kept confidential, new users should
always change their passwords on all accounts the first time they sign on to
these systems. The new employee should log into their PC using their
network logon and password that was sent to their supervisor and do the
following:
· Change your Network password
1.
Once
you have logged on using your network logon and password, press the control <Ctrl>,
Alt <Alt>, and delete <
2.
Click
on the Change Password button.
3.
Type
the currently assigned password into the old password box.
4.
Type
a new password into the New Password box and the Confirm new password
box.
5.
Click
the OK button.
· Change your User password
· Request Additional Application access
Send an email to support@BJHCHS.com asking them to grant you access to the appropriate system. Once a person is granted access to Application, users can log in to Remote Access at https://bjhchs.org/launchpad using their User ID and password.
· Read the General Network Usage Policy
File System Overview for New Employees
The Systems department provides users with the following network file drives:
***It is highly recommended that everyone save all the files they create to one of these network drives. These drives are backed up to tape on a nightly basis such that if a file is accidentally deleted or somehow becomes corrupt, it can be restored from the previous nights tape.
Every user on the network has an S drive. This drive is intended for users to store their files in, and is also the location of secure folders.
Z Drive:
Every user on the network has a Z drive. This drive is intended for users to store their files in. The Z drive is also used to store each user’s favorites from Internet Explorer.
Q Drive:
Every user on the network has a Q drive. This drive is intended for Legacy HealthPro to operate correctly. The Q drive is NOT intended for users to store information.
Some users have additional drive mapping that allows them access to other systems. Some other common drives are: H is used for access to the Home Health; R is used for access to the Practice Partner. X is used for HealthPro XL server. Your department may require other drives mapped to specific locations. These drives will be added for users at their supervisor’s request.
The MS Exchange System:
Most users supported by Systems are using MS Exchange for email. All user names for MS Exchange are the same as their user ID on the network. The MS Exchange email address is their UserID@BJHCHS.com.
The Systems Help Desk:
For any PC or network related issues the BJHCHS Help Desk should be contacted. The BJHCHS Help Desk can be reached at support@BJHCHS.com or by phone at extension 484.
For security reasons, every user is required to change their password every 90
days. After 90 days of use the user will be notified upon login that
their password has expired and that they have x number of grace logins
left. They are also given an opportunity to change their password at that
time if they want to. If the user decides not to change their
password at that time they will be reminded every time they log in until the
number of grace logins reaches zero. At that time the user will need to
contact the Systems Help Desk to have their password changed. If a user
wishes to change his or her password before the forced change they can do so by
following the instructions for changing passwords.
When changing your password you will require using a "unique"
password. A unique password is password that has not been used for at
least 320 days. Unique passwords are required so that users cannot
flip-flop between 2 or 3 passwords all the time. This method of reusing
the same 2 or 3 passwords can lead to security problems if someone's password
is cracked and the person who cracked it knows that the password will be reused
again in 90 to 180 days.
Passwords on the BJHCHS system are required to be at least 6 characters long
including Number or Special Character.
When an employee with accounts on the BJHCHS network leaves his/her department, the Systems department must be notified immediately.
When an employee leaves his/her accounts will be disabled (not deleted) by the systems department. This is done with the intention of keeping system and its information secure while preserving any data associated with those accounts in case it is needed.
After being disabled a former employee's accounts and data will be kept in its disabled state for 6 months. During this retention time if it is determined that data associated with a disabled account is needed the Systems department can be contacted to have the needed information moved or allowed access to by another user. After 6 months the accounts and the data associated with it will be removed from the various systems to eliminate potential security holes and to free up valuable system resources.
Any software that is not
directly related to you performing your job at BJHCHS is to be considered
prohibited. The installation of software other than the software that the
Systems department approves can cause your computer to not function
correctly. Any unauthorized software that a systems
staff member finds installed on your computer may be uninstalled with out any
notice. Good examples of prohibited software are Webshots
and other 3rd party screensavers, Gator, and any third party games.
Software that is supported
by the Systems staff is limited to the software that is installed by the
Systems department prior to you receiving your computer and any software that
has been cleared with the Systems department prior to its installation.
Any software that is installed without the approval of a member of the Systems
staff will not be supported. If you have software that is job related
that needs to be installed on your computer just request assistance from the
Systems helpdesk. Someone from the Systems staff will then assist you
with installing the software on your computer.
If there is work related
software that you wish to acquire, please consult with the Systems
department. The Systems department will check to ensure that the software
will be compatible with your computer and existing systems. For those
within BJHCHS, the Systems department will then arrange to purchase the
software and coordinate it's installation with the user. For the
other departments on the BJHCHS network, after confirming compatibility with
Systems arrange to have the software installed upon its arrival.
Installing software on your
work computer that you've purchased for use on your home PC not only creates
potential support problems for the Systems department, it might also create
licensing problems, and could very well be illegal to do so.
If there is hardware that
you wish to acquire, please consult with the Systems department. The
Systems department will check to ensure that the hardware will be compatible
with your computer and existing systems. For those within BJHCHS, the
Systems department will then arrange to purchase the hardware and coordinate
it's installation with the user. For the other departments on the BJHCHS
network, after confirming compatibility with Systems, arrange to have the
hardware installed upon its arrival.
The BJHCHS computer network
is backed up on a regular basis to protect against data loss due to malfunction
or human error.
A tape backup of all the
servers maintained by the Systems department is performed every night starting
at
Because no one is typically
in the System's office on Saturday or Sunday, the backup preformed on Saturday
and Saturday's will be a Disk to Disk set on SAN Device. This is done
because we lack a tape auto loader for Saturday or Sunday. If failure on
weekend were to happen a backup of the data from the day before the failure
would still be available.
All tapes except previous
Friday are kept on hand in the systems department in case they are needed to
restore any data that was overwritten or deleted due to human error.
An additional Friday tapes
prior to the previous week are stored in an offsite location in case of a
disaster at the Systems location that destroys all the data and tapes there.
Tapes older than 5 years
are removed from the tape rotation.
Disk to Disk is preformed
nightly with date stamp to NAS device to the medical building on this campus.
Disk to Disk Backups are preformed weekly to an off-site location at
The Systems Department
offers training in MS Exchange. If you have employees, or are an employee
that would like to learn how to use MS Exchange, contact the BJHCHS-Systems
Help Desk at Support@ BJHCHS.com or extension 484 to arrange training.
To learn things such as the
basics of the Windows operating system, Basic, Intermediate and Advanced levels
of Microsoft Word, Access, Excel, and PowerPoint, as well as other topics,
classes will be posted on site and/or through email
In the event that any department supported on the BJHCHS server has a critical need for employees to work on a weekend and the tasks to be performed require access to the BJHCHS network, Systems will arrange to have staff on call. Users would not need network access in order to use Internet Explorer, and Local Applications (Such as Microsoft Office) since these applications do not require network access. Network access is only required if the user needs to access to, or save documents on the BJHCHS network (i.e. S, H, Q, and Z drives). If network access is necessary, the following on-call procedures will be used to assure network availability to meet that need: (Unless an unanticipated but critical need arises, please notify Systems at least one week in advance so coverage can be arranged with staff.)
Note: Employees experiencing problems on a weekend should send email to support@BJHCHS.com for assistance. Helpdesks provide 24/7 coverage but be advised problems may not be resolved immediately if they need to be escalated to someone other than the helpdesk staff.