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7, The Agency shall keep signed copies of the Client Consent/Information Release form for LA /OC
<br />HMiS for a period of seven years,
<br />8. The Agency shall keep interagency data sharing agreements and Client Clonsent/hrformation Release
<br />forms for all individual client date that is shared to non - custodial agencies where the internal policies
<br />of the Agency allows data sharing,
<br />V. Responsibilities
<br />The Agency is responsible for ensuring that its staff does not 'intentionally or unintentionally misuse the
<br />system. Such uses are but not limited to damage computing resources, obtain extra resources, take
<br />resources from another user, gain unauthorized access to resources, or otherwise make use of computing
<br />resources for which proper authorization has not been given.
<br />I. The Agency will have an environment free of illegal or malicious acts and tine Agency's users agree to
<br />never use the system to perform an illegal or malicious act. Any attempt to increase the level of access
<br />to which (s)he is authorized or any attempt to deprive other authorized users of resources or access to
<br />LA /OC HMIS shall be regarded as malicious and may be treated as an illegal act.
<br />2, Any user who finds a possible security lapse on the system is obligated to report it to the HMIS System
<br />Administrator immediately.
<br />3. The LA/OC HMIS Applicatlon, which has been granted, to each participating agency was purchased
<br />by the LAtOC HMIS Collaborative for each of its own continuums. The LAtOC 14MIS application
<br />was paid for through the HUD grant. The maintenance, upgrades and license purchases arc limited by
<br />the sanctions of the HUD grant. Any additional maintenance, upgrades and license purchases incurred
<br />after the grant fund limit, which is designated for IIMIS services, becomes the sole responsibility of
<br />the Agency that has accepted possession and use of the software and services rendered for HMIS
<br />purposes and functionality,
<br />VI. System Usage
<br />Computer Equipment and Services are intended for LA /OC HMIS- related activities. Acceptable computer
<br />system use includes data intake, reports, research of client, client development and public service purposes.
<br />Prohibited Usage includes, but is not limited to, the following activities: fraudulent, threatening, harassing,
<br />or obscene messages and /or materials are to be avoided and not to be received, sent nor stored.
<br />Inappropriate mass mailing (spammhng, flooding, bombing) are prohibited. Creation at intentional
<br />distribution of computer viruses, norms, or Trojan horses is prohibited. Unauthorized access to or denial of
<br />service attacks on any computer system shall not be attempted. Abusers are subject to sanctions as outlined
<br />in Section XI, - Violations,
<br />rquipment if applicable: All of tire computer equipment including, but not limited to, printers, scanners,
<br />laptops and monitors, which were purchased by your continuum of care for LA /OC HMIS purposes to all
<br />the participating agencies, are all under HUD grant funding. The maintenance and upgrades of these
<br />devices are limited by sanctions of the BUD grant. Any additional maintenance or upgrade costs incurred
<br />actor the grant fund limit which is designated for LA /OC HMIS equipment becomes the sole responsibility
<br />of the Agency that has accepted possession and use of the equipment rendered for LA /OC HMIS purposes
<br />and functionality,
<br />ServicesVapplicable: Which have been given to each participating agency are included but not limited to
<br />Anti -Virus Software and licenses, pirewall software and licenses, Windows software updates and High,
<br />Speed Internet Connections, are purchased by the LA/OC Collaborative for HMIS purposes and are all
<br />under HUB grant funding. The maintenance, upgrades and license purchases are limited by the sanctions
<br />of the HUD grant, Any additional maintenance, upgrades and license purchases incurred after the grant
<br />fund limit, which is designated for I,A /OC IiMIS services, becomes the sole responsibility of the Agency
<br />that has accepted possession and use of the software and services rendered forLA /OC HMIS purposes slid
<br />functionality.
<br />MWI S agwect, Agreenrenr Page 3 of 3 Revised 02 /01108
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