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%, The Agency shall keep signed copies of the Client Coment/Infortnation Release form. for LA/OC <br />HMIS fora period of seven years. <br />S. The Agency shall keep lateragerwy data sharing agreements and Client Consentllnformation Release <br />forms for all individual client data, 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 boon given. <br />I. The agency will have an environment free of illegal or maliclous acts and the 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 dbligated to report it to the HMIS System <br />Administrator immediately. <br />3. The LA/OC HMIS Application, which has been granted, to each participating agency was purchased <br />by the LAIOC HMIS Collaborative for each of its own continuums. The LAIOC HMIS application <br />WAS paid for through the HUD grant. The maintenance, upgrades and license purchases are limited by <br />the sanctions of the HUD grant. Any additional maintenance, tâ–ºpgrades 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 IJMIS <br />purposes and functionality. <br />V1. System Usage <br />Computer. Equipment and Services are intended for LAIOC HAGS -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 Trot limited to, the following activities. fraudulent, threatening, harassing, <br />or obsceno messages and/or -materials are to be avoided and not to be received, sent nor stored. <br />Inappropriate mass mailing (spanuning, flooding, bombing) are prohibited, Creation or intentional <br />distribution of computer viruses, worms, 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 />Fsrluipment if appiieubLa All of the compuier equipment including, but not limited to, printers, scanners, <br />laptops and monitors, which were purchased by your continuum of care for LAIGC HMIS purposes to all <br />the pwtidpating agencies, are all under HUD grant funding, The maintenance and upgrades of these <br />devices are limited by sanctions of the HUD gratrt. Any additional maintenance or upgrade costs incurred <br />after 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 pugwses <br />and functionality. <br />Services ifoplidteabk: Which have been given to each participating agency are included but net limited to <br />Anti -Virus Software and licenses, Firewall software and liceuses, Windows software updates and High - <br />Speed Internet Connections, are purchased by the LA/OC Collaborative for HMIS purposes and are all <br />under HUD grant funding. The maintenance, upgrades and license purchases arelimited 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 LAIOC HWS services, becomes the sole responsibility of the Agency <br />that has accepted possession and use of the software and services rendered for LAIOC HMIS purposes and <br />functionality. <br />HMIS Agency Agreement Page 3 of 5 Revised 02101108 <br />