Technology access policy

ARTICLE I – PURPOSE

1. Purpose. The purpose of the Technology Access Policy ("Policy") is to establish rules concerning access to information technology resources used by Wikimedia District of Columbia (the "Corporation").

ARTICLE II – EMAIL ADDRESSES

1. Definition. A "Corporation Email Address" shall refer to any email address associated with a domain name owned by the Corporation, with the exception of domain names which are held by the Corporation exclusively for the benefit and use of another organization pursuant to an agreement between the Corporation and said organization.

2. No Personal Use. A Corporation Email Address shall only be used for conducting the official business of the Corporation. Personal use of a Corporation Email Address is prohibited.

3. Assignment. The Secretary shall assign a Corporation Email Address to each Officer and Director of the Corporation, to each staff member of the Corporation, and to any contractor engaged by the Corporation whose specific duties require the use of a Corporation Email Address.

4. Continued Access. No later than thirty (30) days after an individual who has been assigned a Corporation Email Address ceases to meet the criteria for access defined in Paragraph 3 of this Article, the President shall evaluate the individual's anticipated involvement in the Corporation's future activities and determine whether continued access to a Corporation Email Address should be granted. If such access is granted, it will be retained indefinitely unless revoked by the President.

ARTICLE III – PERSONALLY IDENTIFIABLE INFORMATION

1. Definitions. As used in this Policy, the following terms have the indicated meaning:

(a) "Personally Identifiable Information" ("PII") refers to any information about a specific individual, including (i) any information that can be used to distinguish or trace an individual‘s identity, whether alone or when combined with other personal or identifying information; and (ii) any other information that is linked or linkable to an individual, such as medical, educational, financial, and employment information.

(b) "Sensitive Personally Identifiable Information" ("Sensitive PII") refers to personally identifiable information, which if lost, compromised, or disclosed without authorization, could result in substantial harm, embarrassment, inconvenience, or unfairness to an individual.

2. Standards for Tools. Any tool used by the Corporation to collect or store Sensitive PII ("Sensitive PII Tool") shall support industry-grade encryption and the restriction of access to individual persons.

3. Access. Individuals shall only be granted access to a Sensitive PII Tool on a need-to-know basis and with the approval of the President, who shall report such approval to the Board. Shared accounts shall be prohibited.

ARTICLE IV – SERVERS

1. Use. Any server leased or operated by the Corporation ("Corporation Server") shall only be used for purposes that further the interests of the Corporation, including technical projects which have been approved by the Corporation.

2. Shell Accounts. Shell access to any Corporation Server shall only be granted with the approval of the President, who shall report such approval to the Board.

3. Root Access. Root access for a shell account shall only be granted with the approval of the President.

ARTICLE V – TERMINATION OF ACCESS

1. Application. Any person who has been granted access to an information technology resource pursuant to this Policy, and who ceases to meet the criteria for such access as defined in this Policy, shall have such access terminated as described in this Article.

2. Termination of Email Access. The Secretary shall terminate, or cause to be terminated, access to any Corporation Email Address.

3. Termination of Sensitive PII Tool Access. The President shall terminate, or cause to be terminated, access to any Sensitive PII Tool.

4. Termination of Server Access. The President shall terminate, or cause to be terminated, access to any Corporation Server.