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LEGISLATIVE NOTEBOOK COMPUTER POLICIES AND PROCEDURES
New Mexico
Section 1-1 Notebook Loans
As part of the LIS, the legislative council service will maintain a
number of notebook computers for loan to legislators and for use by permanent
staff. The number of notebook computers for loan will be based on the number
of legislative requests and availability of appropriated funds. Notebook
computers will be issued in January prior to the first session of each
legislature. The issuance will be for a two-year legislative term.
An agreement form must be completed and signed by every legislative
and staff member prior to any computer loan. The form shall be maintained
by the legislative information systems manager.
Section 1-2 Notebook Replacement-Upgrade
These computers will be purchased and maintained with LIS funds for
a period of four years. After four years of service, replacement notebook
computers will be purchased and put into service.
At the end of a two-year legislative session, a returning member who
has been using the computer during the prior two-year term will, if so
desired, be allowed to return that computer for replacement or upgrade.
This will be accomplished by making a request to the information systems
manager in the legislative council service. Replacement or upgrade will
be contingent upon availability of newer equipment.
Section 1-3 Notebook Training
All legislative members who have made a request, attended the training
as required by the legislative council, and who have signed the agreement
form will be provided a notebook computer.
Members-elect may request training on the use of notebook computers
prior to the beginning of the legislative session; however per diem and
mileage for such purpose will not be allowed. The notebook computer available
to a new member may be one that has been in service for the prior two years.
Section 1-4 Notebook Return
Members who will not be returning to the legislature at the end of their
term are required to return the computers by December 31. The computers
should be returned to the legislative information systems staff for check-out
and release of agreement. If necessary, the LCS will pay for any commercial
shipping charges and insurance if the notebook is returned from the member=s
home or office before December 31st of that term.
Section 1-5 Notebooks-Software
The notebooks will be pre-loaded with the standard software in use at
the time by the legislature, such as Windows, WordPerfect and GroupWise.
Any duplication of licensed software that is a violation of the software
license is strictly prohibited. If a member owns or purchases other software
for use on the notebook computer, the LIS support staff will assist in
the installation provided that the installation would not be an infringement
of the copyright.
The LIS staff will periodically review the hardware for maintenance
and provide software upgrades as deemed necessary.
Section 1-6 Use of Personal Notebook
If a legislative member wishes to use his or her own personal notebook,
the LIS staff will provide the necessary network interface hardware and
software to allow the member to access the LIS systems. The personal notebook
computer shall meet the minimum standards as determined by the LIS manager.
The agreement form must be completed prior to the loan of any hardware
or software.
Section 1-7 Notebooks-Use Authorized
The computer is primarily intended for legislative use, including the
dissemination of information to the general public and the acquisition
of information needed by members to perform legislative duties.
The computer and software may not be used for purposes which violate
any state or federal law, regulation, policy or procedure, including privacy
and copyright laws.
The computer and software may not be used to disrupt normal network
use and service, including the propagation of computer viruses, and unauthorized
access to protected and private network resources.
Section 1-8 Notebooks-Loss-Damage
Members and staff will be required to replace or pay for the repair
of any notebook computer provided to them in the event the computer is
stolen, misplaced or damaged, if it is determined that the loss or damage
was caused by negligence.
For the purpose of this policy, negligence is defined as knowingly causing
or allowing to be caused the loss or damage of the notebook computer or
its peripherals. The determination of negligence shall be made by the legislative
council or its designee on a case-by-case basis.
A report of loss or damage must be filed with the legislative information
systems staff as soon as possible.
Policy received by NCSL 12-22-98
 Acceptable Usage
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