DIRECTORATE OF INFORMATION COMMUNICATIONS

TECHNOLOGY (ICT)

OCTOBER 2017 – FINAL COPY

Tel: 0709 727 000 /11 or 0730 184 000 /11

Email: treasury@kisii.go.ke/ ict@kisii.go.ke
Website: www.kisii.go.ke

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Contents
LIST OF ACRONYMS AND ABBREVIATIONS...........................................................3
FOREWORD.....................................................................................................................3
PREFACE..........................................................................................................................4
1.0 INTRODUCTION........................................................................................................5
1.1 About Policies & Standards................................................................................5
1.2 Policy & Standards Domains..............................................................................6
2.0 SUMMARY OF THE POLICIES & STANDARDS...................................................7
2.1 Acceptable use of ICT Facilities in the Public Service............................................7
2.2 Electronic Records Management.............................................................................7
2.3 Information Asset Classification and Control..........................................................7
2.4 Information System Security Management.........................................................7
2.5 Data Back-Up......................................................................................................7
2.6 ICT Audit.............................................................................................................8
2.7 ICT Project Management....................................................................................8
2.8 System Development...........................................................................................8
2.9 E-Waste Management.........................................................................................8
2.10 Strategic and Operational Planning.................................................................8
3.0 THE POLICIES............................................................................................................9
3.1 Asset Management Policy........................................................................................9
3.2 Backup Policy........................................................................................................13
3.3 Cloud Computing Services Policy.........................................................................15
3.4 Data Center Access Policies and Procedures.........................................................18
3.5 Disaster Recovery and Business Continuity Policy...............................................21
3.6 Email Policy Document.........................................................................................29
3.7 ICT Training Policy...............................................................................................33
3.8 ICT Use Policy.......................................................................................................35
3.9 Internet Policy........................................................................................................41
3.10 Password Policy...................................................................................................44
3.11 Social Media Policy.............................................................................................48
3.12 Server Security Policy..........................................................................................54
3.13 Software Development Policy..............................................................................56
3.14 ICT Technical Assistance Request Policy (KCG IT-008)...................................62
3.15 Virtualization policy.............................................................................................67
4.0 THE STANDARDS...................................................................................................69
4.1 Acceptable use of ICT facilities in the public service.......................................69
4.2. Electronic records management............................................................................79

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 4.3. Information Asset Classification and Control..................................................86
4.4. Information Systems Security Management.........................................................88
4.5. Data Back-up.........................................................................................................97
4.6. ICT Audit........................................................................................................102
4.7. ICT Project Management................................................................................116
4.8. Systems Development...............................................................................117
4.9. E-Waste Management.....................................................................................120
4.10. Strategic and Operational Planning.................................................................121

LIST OF ACRONYMS AND ABBREVIATIONS

CD / CDROM Compact Disk / Compact Disk Read Only Memory
COBIT Control Objectives for Information and related Technology
DVD Digital Video Disk
KCG Kisii County Government
WAN Wide Area Network
ICT Information and Communication Technology
ISP Internet Service Provider
IT Information Technology
ITIL IT Infrastructure Library
ITSM IT Service Management
ISMS Information Security Management System
ISO International Standards Organization
LAN Local Area Network
NGO Non-Governmental Organization
PC Personal Computer
SLA Service Level Agreement
MDA Ministry, Department or Agency
USB Universal Service Bus
Val IT IT Value Delivery

FOREWORD
The County Government of Kisii recognizes that the presence of a capable, effective,
and forward-looking Public Service that will be able to implement the County
Government’s

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development policies and deliver services in an efficient and timely manner, is a
pre- requisite for fulfilling the good governance goals.
The Kisii County Government Integrated Development Plan have included provision
of electronic services by the public service as one of the indicators for the growth of
the ICT industry and overall economic growth of the county.
KCG ICT Standards focus on mainstreaming of ICT in the KCG to ensure that the
county government realizes the potential of ICT in the efficient management of the
public service and improvement of delivery of services to the general public.
The Policies and standards have been developed for specific critical areas of the
KCG Public Service.
I would also like to thank Leading Consultants for their expertise in carrying out
the development of the KCG ICT Policy and drafting the KCG ICT Standards.
Further appreciation goes to all KCG staff especially from the ICT department and
their officers who participated in the development of these Policies and Standards.
It is my expectation that all Ministries, Departments and agencies will adhere to the
Standards set here forthwith.

Signed

Robert Ombasa
Ag. COUNTY
SECRETARY KISII
COUNTY GOVERNMENT

PREFACE
Kisii County Government has developed the KCG ICT Policies and Standards in
order to ensure a systematic approach to ICT development, management and
utilization in the KCG public service.
A consulting firm, Leading Associates and ICT department staff coordinated the
development process. The process involved in-depth consultations conducted with
stakeholders throughout Kisii County Government Public Service.
I trust that utilization of these Policies & standards will assist in improving the
efficiency and effectiveness of ICTs as a crosscutting tool to the delivery of public
service.

JOHN BILLY MOMANYI

CEC –FINANCE AND ECONOMIC PLANNING

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1.0 INTRODUCTION
1.1 About Policies & Standards
A Policy is formal, brief, and high-level statement or plan that embraces governments’
general beliefs, goals and objectives for a specified subject area. It focuses on desired
results, not on means of implementation. Policies are further defined by standards and
guidelines.

Figure 1:
Linkage
s
between
policies,

standards, guidelines and procedures

Standards define the process or rules to be used to support the strategic directions of
government policies. A standard is meant to convey a mandatory action or rule and
should be written in conjunction with a policy.

Guidelines provide general statements, recommendations, or administrative

instructions designed to achieve the policy’s objectives by providing a framework
within which to implement procedures.

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