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Ms. Nicholson asked him about the auditing of the phone lines in departments, and Mr. <br />Yugawa said Finance should issue a memo mandating that departments look at their phone lines. <br />It should not come from Data Systems. <br />Mr. Sakaguchi asked if an outside vendor could do this, and Mr. Yugawa said he thought <br />so. However, the easiest way would be to turn off a line and find out if someone complains, as <br />the phone company cannot tell you what the line is for. <br />Ms. Nicholson asked how they could go about eliminating unnecessary access to the <br />internet and whether that was a Data Systems function. Mr. Yugawa said it is a Data Systems <br />function, but there needs to be a County policy. When he started with the County, an internet e- <br />mail policy was set up which sets forth what you can and cannot do. He said he is able to <br />monitor the internet access. Employees were sending chain letters, which look like viruses. <br />There needs to be a County policy setting up restrictions, because every employee that has a PC <br />can go on the internet. One department requested that Data Systems restrict eBay in the <br />department, and Data Systems was able to block it. Use of "My Space" was also rampant. <br />Employees have been downloading videos now from "YouTube," and this takes up a lot of <br />bandwidth. A County internet policy would increase efficiency, but make him the most hated <br />person in the County. <br />Mr. Sakaguchi said the COGC can take unpopular decisions and recommend them. He <br />asked how much time employees spend in internet shopping, and Mr. Yugawa said he is in the <br />process of buying software which will show that. <br />Mr. Joseph said that Mr. Yugawa's recommendations were very good and asked whether <br />he had proposed any of them to the Mayor or the Council. Mr. Yugawa said he brought up the <br />VoIP to the Mayor about a year ago, but there was not enough money in the budget. He thinks a <br />committee should be formed with the stakeholders, who will agree on a policy and have the <br />mayor sign off. He said he did not get as far as making a policy on internet access. <br />Mr. Joseph said the ideas are good and should have been implemented a long time ago by <br />those in authority. <br />Mr. Yugawa said they did an internet e -mail policy which told employees what they <br />could and could not do, but they did not take the next step on who should have internet access. <br />Data Systems would have to take the lead on it, but the stakeholders, the managers from the <br />departments, would all have to agree to it. <br />Mr. Joseph asked whether Mr. Yugawa had brought up consolidating all departments into <br />one computer system, and Mr. Yugawa said no. Mr. Joseph asked him why there was reluctance <br />in doing that, and Mr. Yugawa said that it is because employees would have to report to a <br />different person. However, he felt it would make sense, because the Police and Prosecutor's <br />Office have fairly large networks, and if they need help, Data Systems could help them. <br />Mr. Joseph asked if there was a benefit for the Police and Prosecutor's Office to maintain <br />their independent system, and Mr. Yugawa said yes, as they did not have to abide by any <br />standards and no one knew what they are doing. If they had merged, Data Systems could help <br />them, and they could help Data Systems. Information, which is power, could pass between the <br />14 <br />