Information Technology and the Fire District

• Author: Raymond S. DiRaddo
• Pages: 589-612

Chapter 13

Information Technology

and the Fire District

§13:1 New York Fire District Officers’ Guide 13-2

§13:1 INTRODUCTION

The term “Information Technology” or “IT“ covers a wide range of issues and impacts the full gambit of respon-

sibilities within the fire district and the Board of Fire Commissioners. This chapter touches upon some of these issues

of information technology and its impact on the fire district. Different sections of the New York Fire District Officers‘

Guide are mentioned in this chapter to emphasize the impact that technology and IT has on fire districts.

§13:1.1 NEW YORK STATE INFORMATION TECHNOLOGY GUIDANCE PUBLICATIONS

§13:1.2 OFFICE OF THE NEW YORK STATE COMPTROLLER

The New York State Office of the State Comptroller Division of Local Government and School Accountability

publishes guides to assist local governments. These guides outline the responsibilities and duties of local government,

including the fire districts, in the information technology area. These guides are

1) Information Technology Security LOCAL GOVERNMENT MANAGEMENT GUIDE March 2009, http://osc.

state.ny.us/localgov/pubs/lgmg/itsecurity.pdf;

2) Information Technology Governance LOCAL GOVERNMENT MANAGEMENT GUIDE March 2012 http://

osc.state.ny.us/localgov/pubs/lgmg/itgovernance.pdf; and

3) Management’s Responsibility for internal control LOCAL GOVERNMENT MANAGEMENT GUIDE October

2010., http://osc.state.ny.us/...lgmg/managementsresponsibility.pdf

(Excerpts from these publications are mentioned in this chapter)

§13:1.2.1 SECURITY SELF-ASSESSMENT TEST

In the Information Technology Guidance publication there is a security self-assessment which every fire district

should complete to make their Board of Fire Commissioners aware of their IT responsibilities.

§13:1.2.2 AUDIT CONSIDERATIONS

Boards of Fire Commissioners should be aware that recent audits by the Office of the New York State Comptroller

have touched upon the shortcomings of some fire districts and other local governments to address their IT responsibil-

ities. Recent audits made recommendations to:

• Developadisasterrecovery planforthef‌inancial systemanddatathat includesverif‌icationofdata integrity

and successful restoration

• Ensure written agreements are executed with outside service agencies that specify the services to be provided

and the rights and responsibilities of each party

• Establish policies and procedures for the secure storage and transport of sensitive information residing on

computer hard drive

• Establishaninformationbreachnotif‌icationpolicyasrequiredbytechnologylaw

• Restrict the installation of all software to only technology department employees

§13:1.2.3 OFFICE OF INFORMATION TECHNOLOGY SERVICES

The New York Office of Technology Services provides several practical guides which are a general overview of issues

associated with cybersecurity. These references are meant to increase IT security awareness for fire district commissioners,

secretaries, treasurers, officers, employees and members. These guides can be found at http:/its.ny.gov/local-government.

§13:2 INFORMATION TECHNOLOGY SYSTEMS AND COMPUTER SYSTEM POLICIES

Firedistrictsdependon ITsystemsliketheinternet, email,computers,andnetworks tomaintainf‌inancialdata,

memberandemployee information,process f‌inancialtransactions,maintain fireandemergency responsereports,

maintainequipmentmaintenancereports, providetrainingand fireeducation,accessthe internetandcommunicate