Purpose

The computers owned and operated by the Williamsburg Players are essential to the effective operation of the organization as a business. This policy is centered on the need to protect the corporate information held on both corporate and personal computers that contain Players information.

History

Until a few years ago, the computers which contained the business information of the Players were owned and operated by individuals who held either Board or Staff positions; it was the responsibility of these individuals to physically protect these computers and the information they contained. In the last few years the Players have begun to acquire and operate its own computers, which are often used by volunteers with no Board or Staff position. These policies are intended to protect the information assets contained in these computers.

Policies

1. No computer whether corporate or personal shall store credit card information on Players volunteers, members, or subscribers.
2. Directors, staff, and volunteers shall use best security practices on any computer with Players' data.
3. The Box Office computers belong to the Box Office; the Box Office staff shall have priority access to them.

4. The financial computer contains the financial and gift/donation records of the Players. This computer may only be used for financial operations. It may only be used by:
1. the Treasurer and any person specifically named by the Treasurer in support of the financial operations,
2. the President (as part of his oversight responsibility),
3. any member of an audit committee.
4. The financial computer may not be physically removed from the theater without the explicit prior approval and knowledge of the Treasurer, including an explicit return date.
5. Any other computers owned by the Players may be used in support of running the organization, the business, or the productions.
6. However, no computer owned by the Players may be removed from the theater without signing it out.
7. Backup procedures should be performed regularly for any computer which contains significant corporate information.

Change Summary

• 11/27/06 -- Initial inclusion

• 3/17/2014 -- Web revision