Information Technology Policy

Document ICSA HR Manual
Revision Number 00
Revision Date 00-00-0000
Date 01-04-2010
Document Ref: HR/Policy/0022
INFORMATION TECHNOLOGY POLICY

1. Objective 1.0 To overcome any potential safety hazards, possible breaches of security and confidentiality of proprietary information when using information technological tools.
1.1
To ensure proper use of ICSA email system and making users aware of what is acceptable and unacceptable use of its emailing system
2. Scope The policy shall include usage of all PCs, laptops, mobiles, wireline and wireless access of mail system & shared network services, proprietary software & all related technology that can access or be accessed through them. In addition to the above, all other devices or software shall be included. 3. Guidelines i. Employees are expected not to use companys technology for personal financial gain or ii. iii. iv. v. vi. vii. viii. ix. x. xi. xii.
profit. All new joiners shall be given workstations equipped with the necessary software/ hardware as per the need of the job. Additional software/ hardware can be requested and shall be allocated once the relevant authorities/ manager approves the need. All information shall be shared on a need-to-know basis. Each user shall be given necessary (and restricted) access to the computers / shared network. It is mandatory to follow the access limits strictly. Employees shall be held responsible for inappropriate use of information which they have access to. All passwords must be kept confidential and computers should be locked/logged out from while away from them. Carrying information in printed or soft copy shall be prohibited without prior sanction from the superior. No information shall be copied illegally by any employee. No software shall be installed on the computers by any employee. All software required for business purposes shall be installed and upgraded by the Information Technology Department. The company shall have the right to monitor any and all the aspects of its technology. Using technology for entertainment is prohibited. There shall be no tolerance for the use of technology for any actions that are harassing or discriminatory. Employees shall be required to read and follow the Technology updates sent from time to time. These shall include tips for effective use of technology, information security, new technology and upgrades. Technology is linked; hence, inappropriate use of one technology can cause unintended consequences in another. An employee shall always consider the availability of resources for others, as well as the overall operational efficiency of the technology system. Page 1 of 4 Ver 1.0
Revision Number 00
Date 01-04-2010

All personal greetings, displays or messages on any technology shall be formal and professional. xiv. Anyone would like to circulate any important information/knowledge to be shared among all employees, it should be forwarded to hr@icsa-india.com, for review and final circulation. xv. All questions on this policy may be directed to the IT department. xvi. A breach of any of the above guidelines/ not following the policy guidelines shall lead to strict disciplinary action against the concerned employee. 4. Usage of PCs and laptops a) Employees must maintain companys professional image and reputation in their use of the PCs & laptops. b) They may store only work-related programs or information on their PC, laptop or the servers. c) They must at all times be conscious that the hardware is networked and others may view files stored on their computer. d) Employees will be held responsible for the data stored on their machines, its security & use. e) Employees are expected to strictly comply and must never share the hardware (PC or laptop) with friends or family members. f) Employees shall not install unauthorized hardware devices or software on the machines that they have been assigned. g) The company reserves the right to replace, remove or recall hardware at any time. h) Separating employees who have been assigned PCs or laptops must return them prior to leaving.
xiii.
5. Usage of Internet a) Certain employees may be provided with access to the Internet to assist them in b) c) d) e) f)
performing their assigned tasks. Use of the Internet shall be tempered with common sense and good judgment. The company advises discretion in the material viewed or downloaded by users from the Internet. Sending mass mails or chain letters, playing games, engaging in online chat groups, printing multiple copies of documents, or otherwise creating unnecessary network traffic etc. is not permitted. Since audio, video and picture files require significant storage space, files of this or any other sort shall not be downloaded unless they are business-related. Employees shall not have an expectation of privacy in anything they create, store, send, or receive on the computer system.
Ver 1.0
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Revision Number 00
Date 01-04-2010
6. Usage of Microsoft Outlook i. All messages distributed via the organizations Outlook Express system, shall be ii.
the property of the company. Employees shall not have an expectation of privacy in anything they create, store, send, or receive on the email system. iii. Emails shall be monitored without prior notification if the company finds it necessary. If there is evidence that the employee is not adhering to the guidelines set out in this policy, the company reserves the right to take disciplinary action. iv. Users shall take care in drafting an email as they would for any other communication. v. Confidential information should be encrypted prior to being sent via email. vi. It is strictly prohibited to: a) Send or forward emails containing offensive text or images. b) Send unsolicited email messages or chain mail. c) Forward a message or copy a message or attachment belonging to another user without acquiring permission from the originator first. d) Forge or attempt to forge email messages. 7. Software i. The company shall own all software and makes it available to employee according to need, under the terms of licensing agreements between the company and individual software vendors. ii. Any new software addition/deletion/editing/executing shall be done exclusively by IT department. Employees shall not use/DVD/CD/ROM to alter the existing software. Violation of the same shall be viewed as an offence and will be liable for disciplinary action. iii. If an employee leaves the company, any company-owned software in his or her possession must be returned. iv. To use resources wisely, employees are expected to learn what existing software can do. v. The company reserves the right to revoke access to software applications or remove, delete or destroy any non-approved software on systems at any time. The above are broad guidelines of Information Technology usage Policy.
K Srinivasa Rao Head- Corp. Human Resources Ver 1.0 Page 3 of 4
Revision Number 00
Date 01-04-2010
Ver 1.0
Page 4 of 4

Information Technology Policy

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Information Technology Policy

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Document ICSA HR Manual

Revision Date 00-00-0000

Document Ref: HR/Policy/0022