This is a policy created that is focused on protection of access to the Homeless Management System and the sensitive data held in it. Since we don’t have access to employment records through other agencies and we don’t get updates reliably on employment changes in real time, we don’t know who the occasional users are or an employee of another agency does not require access anymore. This has prompted for us to use an inactivity standard. Going longer than 6 months of inactivity would not provide adequate safeguards to data and this system. Security is a main priority to the HMIS Team and All Chicago.
If a user has not logged in in the period of time below they are considered inactive and will be deleted off of the HMIS. They must contact the Help Desk and complete training again to re-gain access. In some instances, users may change agencies; this is still applicable.
- 6 months or longer – Account will be deleted and user will need to complete full training as if a new user.
Sharing Logins – Reminder: Sharing logins goes against our terms of service and could result in loss of access.
After 5 months a warning notice will be sent to the users directly to that their accounts are at risk of being deleted. To remedy this all they would have to do is simply sign in to that account and the timer for activity will reset
All Deletions for inactivity are final and all users deleted will need to complete full training as if a new user.
ATA's will be able to run a report on Business Objects to find potential users that may get deleted.