Procedure

Computer Maintenance Page 1 / 3

Prepared by, Acknowledged by, Approved by,

Uli Christica G Dian Rachmat Shubun Mizuki

No. Reference:
Effective Date: 1 July 2006 No: P-G-MIS-001
Clause 6.3 Infrastructure
Rev. Effective Remarks Revised by Approved,
Date
0 01 Jul 2006
1 16 Dec 2011 - Added the attachment, Uli Christica Toshinari
- Added the clause 4.1.9 about Miyamoto
hardware lost.
- Changed the clause 4.2.8 from
back up data to antivirus,
- Changed the clause 4.3.6 from
electronic data to Access link
to file server,
- Added the clause 4.3.9 about
Access to application system.
2 24 Oct 2013 Added the clause 4.1.10 Set Uli Christica Toshinari
point of temperature and Miyamoto
humidity.

1. OBJECTIVE
Explaining how to conduct computer maintenance in order to prevent software /
database and hardware crash.

2. SCOPE
This procedure covered all network computer system linked computer in PT. Yokogawa
Indonesia

3. DEFINITION
3.1. MIS : Management of Information System

4. DETAILED PROCEDURE

4.1. HARDWARE
4.1.1. Each employee have the right to using computer based on applied rules and
regulation and acknowledge by MIS Dept.
4.1.2. All computer hardware with its accessories which bought by company is
company property and listed in company asset list with acknowledge by MIS
Dept.
4.1.3. All computer hardware and accessories purchase should be acknowledge and
get approval from MIS Dept.

“COPY, REPRINT IS UNCONTROLLED DOCUMENT”

Notes:
It is prohibited to forward, copy, and reprint procedure without the permission of the SQA Department
 Procedure
Computer Maintenance Page 2 / 3

4.1.4. Each employee has responsibility to maintain his / her computer in good
function and keep in a safe place when not used.
4.1.5. All computer hardware and accessories has been register and tagging.
4.1.6. All computer hardware and accessories not allowed modifying or changing
without approval and acknowledgement from MIS Dept.
4.1.7. Each computer hardware repairing must be conduct by MIS Dept.
4.1.8. If any computer hardware damage, the user should be report to MIS Dept.
soonest to get repaired.
4.1.9. User has responsibility on hardware damage or lost which used on non-
business related.
4.1.10. If any hardware lost, the user should report to MIS dept. soonest after the
incident. It should refer to Lost Item Form – YMISF008 (attachment 5.8).
4.1.11. The temperature and humidity set point in data center has been determined
to ensure that data center environment provides optimal conditions for
server operation. Set point : temperature 20 oC, humidity 55%.

4.2. SOFTWARE
4.2.1. Each employee have the right to using computer based on applied rules and
regulation and acknowledge by MIS Dept. It should refer to the Computer
Check sheet Form-YMISF004 (attachment 5.4)
4.2.2. All computer software with its accessories which bought by company is
company property and listed in company asset list with acknowledge by MIS
Dept. It should refer to software Receipt Form – YMISF006 (attachment 5.6)
4.2.3. All computer software and accessories purchase should be acknowledge and
get approval from MIS Dept.
4.2.4. Each employee have responsibility to maintain his / her computer and in
good function.
4.2.5. All computer software and accessories not allowed modifying or changing
without approval and acknowledgement from MIS Dept.
4.2.6. Each computer software repairing must be conduct by MIS Dept.
4.2.7. If any computer software damage, the user should be report to MIS Dept.
soonest to get repaired.
4.2.8. Antivirus software must be installed in each computer in order to protect
each computer influence by virus and ensure that anti-virus software has
been installed and up to date.
4.2.9. For important data’s which not stored in hard copy file should have back up
data.

“COPY, REPRINT IS UNCONTROLLED DOCUMENT”

Notes:
It is prohibited to forward, copy, and reprint procedure without the permission of the SQA Department
 Procedure
Computer Maintenance Page 3 / 3

4.3. NETWORK AND DATA SECURITY

4.3.1. Each computer that request network linked must be approved by MIS Dept.
The internet access request for guest should refer to internet Access Request
Form – YMISF005 (attachment 5.5)
4.3.2. Any company network facility must be approved by MIS Dept.
4.3.3. Network code and password issued and fully authorized by MIS Dept.
4.3.4. Network code and password only give to the right employee and based on
company rules and regulation.
4.3.5. The use of network facilities (internet, email, etc.) should be approved by
MIS Dept. and based on company rules and regulation. It should refer to
Email & Network Request Form – YMIS002 (attachment 5.2)
4.3.6. Each employee that request access link to File Server in order to get the
electronic data should get approval from MIS Dept. It should refer to server
Folder Request Form-YMISF007 (attachment 5.7).
4.3.7. Each employee who got network code and password are strictly prohibited to
tell the code and password to anybody.
4.3.8. Each employee are strictly prohibited to abuse electronic data and should be
use as company regulation.
4.3.9. Each employee that request access to application system must approved by
MIS Dept. and should be used as company regulation. It should refer to Access
Application Request Form – YMIFS003 (attachment 5.3).
4.3.10. All user should ensure that file contains personal data or confidential
protected adequate.
4.3.11. All users should keep the all company data on the server and backup data
every day.

5. ATTACHMENT:
5.1. YMISF001 (Company Facility)
5.2. YMIS0002 (User Account)
5.3. YMISF003 (Application Access)
5.4. YMISF004 (Computer Check Sheet)
5.5. YMISF005 (Internet Access)
5.6. YMISF006 (Software Receipt)
5.7. YMISF007 (Server Folder)
5.8. YMISF008 (Lost Item)

“COPY, REPRINT IS UNCONTROLLED DOCUMENT”

Notes:
It is prohibited to forward, copy, and reprint procedure without the permission of the SQA Department