Safety & Loss Prevention

Risk Management Policy and Procedure Manual

Part 20 Safety and Loss Control

Subject: Sample Computer Security Policy

  1. Purpose:

    This paper serves two purposes. First, it provides the campus safety and loss control personnel with a sample computer security policy from which they may develop their own. Second, it may provide UW System personnel with the information necessary to protect their computer equipment and to reduce their loss in the event of a computer theft.

  2. Background:

    UW System Risk Management has physically examined all UW System Administration Buildings where valuable computer equipment exists due to concerns regarding the security of the equipment. Because computer theft has become more common for System and the campuses there is a need for special guidelines for computer security and the application of property insurance and deductibles in the event of a loss.

    Currently, a $2500 deductible applies per occurrence when there is no evidence of forced entry, exit, or removal of equipment. When such evidence does exist, a $500 deductible applies for each occurrence. These deductible provisions can be avoided through the use of specific computer anchor pads which may be purchased along with the computer. Theft of a computer which is secured with an anchor pad according to contract specifications will be reimbursed directly from the anchor pad manufacturer for up to $5,000. Anchor pad computer security systems have been used by the Madison campus and they have yet to lose a computer that was secured by an Anchor Pad.

    The following building specific guidelines have been proposed as System Administration policy to enhance the probability and ease of having all computer equipment secured adequately from the date of purchase. With the cooperation of the system computer purchasing coordinator, anchor pads can be included with the purchase of computers where necessary. This will simplify and expedite the securing of new equipment. A variety of anchor pads are available with prices for the warranted systems ranging from $165 to $500. Consultation with the computer purchasing agent will aid in determining which anchor pad will best meet a specific situation.

  3. Building Specific Recommendations:

    1. Wisconsin Alumni Research Foundation (WARF)

      Background - WARF represents the largest computer exposure in System Administration, and security has been implemented accordingly. The WARF building currently has one of the best security systems in the University System. Between 5:45am and 10:00pm a security guard is on duty and is situated near the front and also monitors side entrances. At 5:30pm the stairwells and back doors are locked, and a security system goes into operation. Anyone attempting to enter or exit via the rear doors will trigger an alarm. Anyone who enters or exits the front or side doors is visible to the guard and must sign in and out. Breaking any of the first floor windows will trip an alarm that rings at Police and Security. The loading dock door is bolted and an alarm is activated at 9:30pm. Between 10:00pm and 5:45am, no guard is present, however, the only access to the building is the side door which has a card access system which is hard wired to Police and Security. Any foul play with the system will trigger the alarm. The system also itemizes the names and time of those who have entered or exited the premises.

      During the day a remote possibility exists for someone to walk out the back entrance with some equipment, however, proper documentation must be shown to the guard or the individual is detained.

      Recommendation -In light of the current security and of the fact that no computer losses have occurred at WARF, it is recommended that WARF continue with its current alarm and security system. Provided that the security systems continue to operate as described, the need for Anchor Pad systems does not exist at this time.

    2. Van Hise

      Background - Because System Administration does not control the access or security in this building, it is difficult to implement a building-wide policy. Van Hise has been a popular target for computer theft, and, although the UW System floors have escaped loss thus far, it seems only a matter of time before these computers are discovered and stolen.

      Recommendation - At Van Hise, the installation of Anchor Pads on all IBM, Apple and IBM compatible (including Zenith and new Wang PC's) is recommended. The use of Anchor Pads is also encouraged on any laser printers. Rekeying the top floors at Van Hise would be costly and key control is difficult due to the traffic of many employees and cleaning staffs who may be careless at times.

    3. AW Peterson

      Background - According to Madison Police and Security, keys for the Peterson building are currently available on the streets. In addition, on the fourth floor, where UW System operations exist, a key to one office may also open other office doors on the same floor. If just one of those keys is lost or stolen, the potential for computer loss escalates. Given the mixed occupancy of this building it is difficult for System to implement a building wide security effort despite losses which have occurred.

      Recommendation - At AW Peterson it is recommended that offices with IBM, Apple and IBM compatible computers be rekeyed because this is more affordable than installing several anchor pads. Rekeying cost about $40 per door and has been shown to be effective in this building in the past.

    4. Bank Building

      Background - With only one entrance to the Budget Preparation and Analysis office and shaded glass windows to prevent passers-by from looking into the offices this building presents little theft exposure to System. In addition, there is minimal student traffic in this office and all computers are Wang with the exception of one Zenith. Overall it is felt that this office, due to its location and composition of equipment, does not present a potential problem.

      Recommendation - We recommend that no action be taken unless more valuable equipment is acquired in which case the occupants may wish to use anchor pads at their discretion.

    5. 1930 Monroe Street

      Background - The Monroe Building is a prime computer target due to poor outdoor lighting, the ease of penetration of the outside/inside doors, and the quantity and mobility of the computer equipment there.

      Recommendation - It is recommended that an exterior security card access system be installed similar to the one which exists at WARF. With such a system, the potential for theft would be greatly reduced and in most cases there would be evidence of either forced entry or exit and so a $250 deductible would be applicable. This system should be recommended to the buildings landlord for purchase.

    6. 1920 and 1914 Monroe Street

      Background - Although smaller, the Monroe Street Annexes present a substantial security threat due to the ease of access through the parking lot level doors and windows and the visibility of equipment to persons at street level.

      Recommendation - The most cost effective means of securing this equipment is through the use of Anchor Pad security systems. These systems are currently being purchased for IBM compatible and laser printers at 1914 and should provide the needed security there.

    7. Brittingham House

      Background - This house contains a state of the art security system which was installed in 1987 under the urging of Jim Baxter.

      Recommendation - We recommend that no further action be taken at this time.

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Revised 10/18/90