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File sharing software is used by individuals to exchange various types of computer files. These include music, video, and image files as well as any other software files. Common examples of file sharing software include BearShare, Galaxy, Gnutella, Gnotella, LimeWire, Morpheus, and Napster. In a typical file sharing session, a user logs on to a file sharing site and has access to files located on all peer machines logged in to the session. Likewise, all participants logged into the session can access files on the user's hard drive. Often, the entire contents of the disk drive is unknowingly shared in these peer to peer sessions. This can expose sensitive information, compromise passwords, and share copyrighted materials. In addition, computer viruses and trojan software are commonly spread through peer to peer file sharing.The use of file peer to peer file sharing software violates the Department of Administration Security Policy by circumventing access controls (§ 7.D.) and providing unauthorized access to department information (§ 11.A.1.).
6.0 PROCEDURE: DISC Bureau of Customer Services will review routine electronic inventories of software installed on Department of Administration desktop computers. Software determined to be in violation of the security policy will be removed by Customer Services staff. Notification will be provided to the end user and their respective division head prior to removal of the software.
In the event the software serves a legitimate business purpose, the Bureau of Customer Services will work with the agency to identify a secure means of access to the required files. To request software other than the standard desktop suite, complete form DISC-CSC-005 and forward to DISC Bureau of Customer Services.
7.0 HISTORY: This PPM was issued under number 9202.00 effective 3/11/2002.
8.0 COMPLIANCE: Employees must comply with these policies and procedures. Failure to comply may lead to disciplinary action up to and including proposal for termination under K.S.A. 2949e(a)(3), careless negligent or improper use of state property, and/or K.S.A. 2949f(r), grossly improper use of state property.