IT Policy

AORA IT POLICYThe Practical Approach

V.1.4

TECHNOLOGY DIVISION

By: Julian Hutabarat - June 2013

Policy vs. Procedure

Principles Acceptable Use Policy

PrinciplesThe purpose of the IT Policy is to ensure the effective protection and proper usage of the computer systems within The Company. The IT investment of the organization is considerable, and the dependency on computer technology in the delivery of the company services is high. The IT Policy will assist in maintaining systems at operational level. Contraventions of the IT Policy could seriously disrupt the operation of the company and any breaches will be treated seriously.

To ensure all IT equipment and software at AORA TV is procured in the most cost effective way and meets minimum Company operating standards. A standardized network system, standard software and administrative computing systems are essential for this, as is the standardization of the hardware that will run these systems. This will result in lower IT costs for the Company.

The Company encourages the use of IT facilities to make work processes more efficient and effective. The company IT assets, infrastructure and equipment remain the property of the companies at all times. The Company provides these facilities in order to improve the productivity of employees in the course of executing their job functions.

The company IT assets, infrastructure and equipment remain the property of the Companies at all times. The Companies provides these facilities in order to improve the productivity of employees in the course of executing their job functions.

The company IT facilities are intended to be for business purposes only and not for private/personal work. The access to and use of Companies IT facilities is a privilege and not a right.

The standardization of PC and Notebook Computer Equipment assists in the optimization of company investments and the supportability of our IT desktop standard environment including efficient operation and provision of this system. Technology Division/IT Department is responsible for establishing standard configurations of PC, Notebook Computer and Printer Equipment for the Company employees.

Guideline Acceptable Use Policy

Role of The Information Technology (IT)1. The purchase, installation, configuration and maintenance of computer equipment are the responsibility

of the IT Department.2. No new computers, printers, and/or any computer equipment shall be bought without approval and

authorization from the Technology Division/IT Department. 3. No software package is to be purchased and loaded without the approval and authorization from the

Technology Division/IT Department. 4. IT Department MUST ALWAYS be advised of :

a) All computer faults before anyone or any service provider from outside is called to fix the problem.b) Any computer equipment which is being moved from one location to another.

5. IT Department does not carry an inventory of extra hardware nor is it cost effective to have hardware maintenance personnel on staff (Maintenance).

6. IT Department maintains an inventory of equipment and software. An annual inspection will determine the equipment location, type, software applications, and operating systems (Inventory).

7. IT Department will coordinate maintenance services, be the primary contact for making service calls, monitor service levels, and recommend for the costs of maintenance.

8. IT Department will install standard equipment and software in the requesting department, verify that it functions properly, and instruct the clients in its basic operation. Additional training is the responsibility of the department (Installation & Testing).

Acceptable Use Policy for Desktop, Laptop & Printer

This policy defines end-user acceptable use of company IT equipment. The policy applies to desktops, laptops, printers, and other equipment provided by the Companies. Acceptable use applies to proper care, handling and maintenance of equipment use.

User Responsibilities.1. Users shall use company- provided IT equipment responsibly and for company business purposes

only. Appropriate use policies are;2. Company information displayed on screens or on reports shall be treated as confidential and

private. Users must guard company information from unauthorized access or use. Any employee-signed confidentiality agreement shall fully apply to information accessed with company IT equipment.

3. Managers are responsible to ensure that their employees are adequately trained on appropriate use of IT equipment and that they adhere to this policy.

4. Users may not grant access to non-employees, including vendors or contractors, without approval of their manager or approval by the IT Department.

5. Users shall keep their equipment clean and free from dust. Users shall maintain “breathing space” around equipment in accordance with equipment installation instructions.

6. Users shall not eat or drink at their workstation. 7. Desktop acceptable use policies apply equally to portable devices, including laptops and

notebooks.

Acceptable Use Policy for Desktop & Laptop

User Responsibilities.8. All acceptable use polices apply equally to non-company provided equipment if the

equipment accesses company information or company networks.9. Users who access company information and computer systems from remote locations must

adhere to this policy..10. Users should not store company information or files locally only. The use of shared or

network drives for all company information is required.11. Users are responsible for backing up files stored on their desktop or laptop. The Companies

does not provide backups at the desktop level.12. Costs incurred from damages or total loss of a desktop/notebook computer may be the

responsibility of the employee if the circumstances are caused by intentional damage, improper care or neglect.

13. Users must be held accountable for unauthorized or illegal use of the company owned personal computers.

14. Managers are responsible to ensure that their employees are adequately trained on appropriate use of IT equipment and that they adhere to this policy.

Acceptable Use Policy for Desktop & Laptop

Prohibited PracticesAny activity, action, or lack of action on the part of a user that damages the companies or compromises security or confidentiality is prohibited. Examples of prohibited practices include:-

1. Installing new desktops or equipment without prior approval by the IT Department.2. Upgrading equipment or adding peripheral equipment without prior approval of the IT

Department.3. Downloading and/or installing programs that are not specifically approved by the IT Department.4. Using unlicensed software. Users may not copy and share software that is installed on their

desktops or laptops with other users.5. Using programs or Internet web sites that compromise the privacy of customers or employees.6. Removing or compromising desktop virus protection programs.7. Opening email attachments that are inappropriate or from someone you do not know.8. Using company-provided IT equipment for non-business reasons or for personal gain.9. Unauthorized attempts to break into any workstation.10. Unauthorized access to company files, programs, databases, or confidential information.11. Sending or posting confidential files to unauthorized persons.12. Allowing co-workers or other users to use your desktop without approval of your manager or by

the IT Department.13. Sharing password information or displaying it in plain view on or around your desktop. Users

must secure their passwords and not reveal them to others.

Guideline:1. Shutdown your computer unit properly before leaving your working area.2. Logout of finish session and lock computer when left unattended or should need to

be in locked offices when not in use. 3. Place Desktop on a flat and stable surfaces.4. Always keep your computer clean and dry, avoid using it with wet hands.5. Always disconnect the Desktop from the power outlet and disconnect peripherals

before attempting to clean your Desktop of its component.6. Implement Anti-Virus software. 7. Protect confidential and sensitive information.8. Regularly check for and apply vendor security updates for your operating system and

applications.9. User is responsible for backing up any files from the desktop computer.10. Data must be backed up on a regular basis, and the backups held in a secure location.

Proper handling of PC

Guideline:1. Physically secure your machine or never leave an unsecured laptop computer

unattended.2. Implement anti-virus software.3. Protect confidential and sensitive information.4. Scan email attachments before opening them5. Use both hands when lifting and moving your laptop.6. Close the screen and unplug the power supply when moving the laptop.7. Keep food away from your laptop.8. Always keep your hands clean while using your laptop.9. Regularly check for and apply vendor security updates for your operating system and

applications.10. Users is responsible for backing up and files from the notebook computer.11. Data must be backed up on a regular basis, and the backups held in a secure location.

Proper handling of Notebook

Acceptable Use Policy for Desktop, Laptop & Printer

Not each department will have a dedicated printer or networked printer. Full support is provided for these printers. Departmental staff should be familiar with basic printer operation (i.e. how to power the printer down/up, how to clear paper jams, etc.). The Help Desk provides the first level of support for problems with these printers. Before calling for help, the individual should check to see if others are able to print successfully to the printer so it can be determined whether the problem lies with the printer or an individual's computer.

Guidelines1. Laser Printers are cost effective for printing office documents and letters. The toner

cartridges can also be refilled at a lower cost than purchasing a new toner.

2. Dot Matrix printers are required for printing salary bills, Receipt payment and other documents which require large sheets and carbonize of paper.

3. Inkjet Printers can be used wherever the volume of printouts required are low and also when there is a need to take high resolution colored printouts.

4. To optimize the use of printers, a single heavy duty printer can be shared over a network and used as a shared network printer by 2 or more officers thus reducing the cost for maintenance and resulting in the optimum use of the printer.

1. SMT & Manager (3rd Gen i5-3320M, Memory 4 Gb, 12.5 Inch, 320 GB HDD).

2. Engineer's (3rd Gen i5-3320M, Memory 8 Gb, 14 Inch, 500 GB HDD).

3. Staff & Supervisor (Intel® i3, Memory 4 GB, 14 Inch, 250 GB HDD).

Hardware Notebook Policy

Memory1. Minimum Memory 4 GB for Standard Users2. Minimum Memory 8 GB for Engineer Users

Operating System Windows3. Windows 7 Home Basic for Regular Users4. Windows 7 Pro, upon request

Computer Equipment Repair (Warranty):1. Notebook for SMT and Manager Level are 3 years2. Notebook for Staff or Supervisor are 1 years.

Hardware Notebook Policy

1. Group Printer (HQ & Branches)a) Xerox DocuPrint P255 dwb) HP Laser Jet HP LaserJet (M1132 MFP)c) HP Laser Jet HP LaserJet Pro (M1536DNF)d) Epson Stylus Home Small-in-One Printerse) Epson TM U220 ( Printer Payment )

f) Multifunction Copiers

Hardware Printer Policy

Document proposed by IT Infrastructure

Prepared by Julian Hutabarat