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7. The Agency shall keep signed copies of the Client Consent/Information Release form for LA/0C HMIS for a period of seven years. 8. The Agency shall keep Interagency data sharing agreements and Client Consent/Information Release forms for all individual client data that is shared to non-custodial agencies where the internal policies of the Agency allows data sharing. V. Responsibilities The Agency is responsible for ensuring that its staff' does not intentionally or unintentionally misuse the system. Such uses are but not limited to damage computing resources, obtain extra resources, take resources from another user, gain unauthorized access to resources, or otherwise make use of computing resources for which proper authorization has not been given. 1. The Agency will have an environment free of illegal or malicious acts and the Agency's users agree to never use the system to perform an illegal or malicious act. Any attempt to increase the level of access to which (s)he is authorized or any attempt to deprive other authorized users of resources or access to LA/OC HMIS shall be regarded as malicious and may be treated as an illegal act. 2. Any user who finds a possible security lapse on the system is obligated to report it to the HMIS System Administrator immediately. 3. The LA/OC HMIS Application, which has been granted, to each participating agency was purchased by the LA/OC HMIS Collaborative for each of its own continuums. The LA/OC HMIS application was paid for through the HUD grant. The maintenance, upgrades and license purchases are limited by the sanctions of the HUD grant. Any additional maintenance, upgrades and license purchases incurred after the grant fund limit, which is designated for HMIS services, becomes the sole responsibility of the Agency that has accepted possession and use of the software and services rendered for HMIS purposes and functionality. VI. System Usage Computer Equipment and Services are intended for LA/OC HMIS-related activities. Acceptable computer system use includes data intake, reports, research of client, client development and public service purposes. Prohibited Usage includes, but is not limited to, the following activities: fraudulent, threatening, harassing, or obscene messages and/or materials are to be avoided and not to be received, sent nor stored. Inappropriate mass mailing (spamming, flooding, bombing) are prohibited. Creation or intentional distribution of computer viruses, worms, or Trojan horses is prohibited. Unauthorized access to or denial of service attacks on any computer system shall not be attempted. Abusers are subject to sanctions as outlined in Section XI. - Violations. Equipment if applicable: All of the computer equipment including, but not limited to, printers, scanners, laptops and monitors, which were purchased by your continuum of care for LA/OC HMIS purposes to all the participating agencies, are all under HUD grant funding. The maintenance and upgrades of these devices are limited by sanctions of the HUD grant. Any additional maintenance or upgrade costs incurred after the grant fund limit which is designated for LA/OC HMIS equipment becomes the sole responsibility of the Agency that has accepted possession and use of the equipment rendered for LA/OC HMIS purposes and functionality. Services if applicable: Which have been given to each participating agency are included but not limited to Anti-Virus Software and licenses, Firewall software and licenses, Windows software updates and High- Speed Internet Connections, are purchased by the LA/OC Collaborative for HMIS purposes and are all under HUD grant funding. The maintenance, upgrades and license purchases are limited by the sanctions of the HUD grant. Any additional maintenance, upgrades and license purchases incurred after the grant fund limit, which is designated for LA/OC HMIS services, becomes the sole responsibility of the Agency that has accepted possession and use of the software and services rendered for LA/OC HMIS purposes and functionality. HMIS Agency Agreement Page 3 of5 Revised 02101108