Securing Clerk and Family Search Center Computers

[dave.swartz]

Does anyone know what the church policy is related to having clerk and Family Search Center Computers in a locked room? In our stake we have had multiple break-ins of the meeting houses. Interior door locks are usually smashed and the computer in most cases are left behind. FMG and Stake PFR are recommending that many interior doors be left unlocked since the cost of replacing the doors exceeds the cost of the equipment stored in the clerk's offices.

I assume that MLS is no longer being actively used but the clerk computer did or do have MLS installed on them. Is there anything else that would be considered confidential stored on a clerk computer?

Please respond with relevant church policy documents to that we can make sure that we are following the approved processes.

Thanks!

[dave.swartz]

35.4.5

Safety and Security
Leaders and members should:
Secure Church-owned equipment from theft.

What is acceptable? Front doors, clerk office doors, security cables on computer?

[dave.swartz]

33.10
Ensure that (1) computers, software, and confidential information are secure and (2) data files are backed up regularly.

[caillines]

Is there anything else that would be considered confidential stored on a clerk computer?

That really depends if the clerk is storing anything confidential on the computer.

• Are there local copies of scanned forms that have not been deleted after uploading them (child baptism approval etc)

• Are there local copies receipts/bills with personal information that have not been deleted after being uploaded into the finance system

• Are there local copies of member lists with address, D.O.B, emails and phone numbers on the computer (that may have been used for printing a directory for bishop etc)

• Are there local copies of membership council related documents/minutes on the computer that haven't been deleted after uploading to LCR

Not all of those are confidential in the sense of "Bishop I need to tell you something", but a good start is to look at your local privacy laws, to determine what is personal/private/protected information.

[russellhltn]

Meetinghouse Facilities Guide

Local leaders see that computers, copy machines, portable electronic keyboards, and audiovisual equipment are stored in locked rooms or storage areas. In addition, computers and electronic equipment are marked as Church property, and a list of the model and serial numbers is kept.

An older version of the manual did say "Classrooms or other rooms that do not contain valuable items should not be locked."

[lajackson]

FMG and Stake PFR are recommending that many interior doors be left unlocked since the cost of replacing the doors exceeds the cost of the equipment stored in the clerk's offices.

It is my understanding that MLS has been removed from all computers in the U.S. and Canada. If it is still on some of your computers, it should be removed along with any confidential files, including backups, such as caillines mentioned.

After that, I would follow the counsel of the FM Group and Stake PFR. The FM Group is the custodian of the meetinghouse and the equipment in it.

[russellhltn]

33.8
Information that is stored electronically must be kept secure and protected appropriately (see 33.9.1).

33.9.1
Protection
All Church records, reports, and data should be protected against unauthorized access, change, destruction, or disclosure. This information should be kept in a safe place. Highly sensitive records, including computer printouts, should be kept in a locked drawer or cabinet in the leader’s office when they are not being used.

Where possible, electronic copies of records, reports, and data should be encrypted and password protected. Lost or stolen Church-owned devices or storage media should be reported promptly at incidents.ChurchofJesusChrist.org. Misuse of Church information should also be reported.

33.9.1.2
Shared Computers and Data Storage
Leaders and clerks should not store membership or financial information on shared computers that can be accessed by others who are not authorized to have this information.

Technology Standards
4.2.5  Storing files with Church member-related data on the local hard drive is  prohibited. 

[dave.swartz]

Thanks Everyone. I will make some enquiries this week.