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IT-POLICY.Pdf Contents SECTION I: INTRODUCTION ........................................................................................................................................1 Reasons for having this policy ................................................................................................................................1 SECTION 2: EMPLOYEE ACCESS TO WORK'S NETWORK .............................................................................................3 Policy statement .....................................................................................................................................................3 Purpose ...................................................................................................................................................................3 SECTION 3: NETWORK AND DATA SECURITY ..............................................................................................................5 Objectives ...............................................................................................................................................................5 SECTION 4: E-MAIL POLICY .........................................................................................................................................7 Policy statement .....................................................................................................................................................7 Objectives ...............................................................................................................................................................7 SECTION 5: INTERNET POLICY .....................................................................................................................................9 Objectives ...............................................................................................................................................................9 SECTION 6: STANDARDIZATION ............................................................................................................................... 12 Objectives ............................................................................................................................................................ 12 SECTION 7: ANTIVIRUS POLICY ................................................................................................................................ 14 Policy statement .................................................................................................................................................. 14 Objectives ............................................................................................................................................................ 14 SECTION 8: HARDWARE POLICY .............................................................................................................................. 18 OBJECTIVE ............................................................................................................................................................ 18 POLICY SUMMARY ............................................................................................................................................... 18 SECTION 9: BACKUP POLICY .................................................................................................................................... 24 Objectives ............................................................................................................................................................ 24 SECTION 10: ANNEXES ............................................................................................................................................. 27 Annexure 1: Guidelines to Changing passwords ................................................................................................. 27 Annexure 2: E-mail/internet Guidelines .............................................................................................................. 29 Annexure 3: Anti-virus procedures Manual Scan ................................................................................................ 34 Annexure 4: Hardware guidelines ....................................................................................................................... 35 SECTION I: INTRODUCTION Information management is an essential part of good IT governance, which in turn is a cornerstone in corporate governance. Good IT Governance ensures that both business and IT people execute their responsibilities in support of business/IT alignment and the creation of business value from IT enabled investments. An integral part of the IT governance is information security, in particular pertaining to personal information hence the need for a comprehensive IT Policy. The purpose of this IT Policy is to provide a high level statement of management’s expectations for information technology. Reasons for having this policy All Chartered Accountants Academy's IT facilities and information resources remain the property of Safe Services and not of particular individuals, teams or departments. By following this policy we'll help ensure IT facilities are used: ❖ legally; ❖ securely; ❖ without undermining Chartered Accountants Academy; ❖ effectively; ❖ in a spirit of co-operation, trust and consideration for others; ❖ so they remain available. The policy relates to all Information Technology facilities and services provided Safe service. All staff members are expected to adhere to it. This policy becomes applicable with immediate effect to affect IT users within WORK. For full details contact the Information and Technology department. ❖ The policy applies to all WORK – staff. ❖ IT Security is essential for the success and safety of the business, access is only given on a 'need to know' basis. ❖ IT department and all other departments have specific responsibilities for IT security. 1 | P a g e ❖ All users must understand and implement all the required procedures and guidelines. ❖ Use of safe service's hardware and software is for business purposes only. ❖ All Network changes to software or hardware must be authorized by the IT Manager. ❖ Company owned data and registered software must not be used on personally owned PCs/Laptops, Ipads, Flash disk, external media and DVDs and vice versa except with the express written permission of the IT Manager /Director. ❖ All games found on the company PC/Laptops shall be removed without notice. ❖ All Network users shall not share their passwords and or disclose them to anyone or write them down. ❖ Disks, printouts and other storage media should be kept locked up and disposed properly when no longer required. ❖ Internet access is granted for legitimate business purposes only. ❖ Flash disks, DVDs and external hard drives are automatically scanned by the antiviral software. In the event of failure then a manual scan should be done to check for viruses, Trojans and worms. ❖ Any hacking or other IT infringements may result in disciplinary hearing being called and must be reported to the Executive for disciplinary action. 2 | P a g e SECTION 2: EMPLOYEE ACCESS TO WORK'S NETWORK Policy statement This policy gives the provisions and conditions under which Safe Services employees (permanents, temporaries and internal partners are granted or withdrawn access to or from WORK Network. Throughout this document the word "user" will collectively refer to all the above and Safe Services will be referred to as the "Organization". Purpose The purpose of this policy is to ensure that: 1. Employees get timely access/ withdrawal to/ from Safe Services Network respectively. 2. User understands their role in the process of requesting access or withdrawal from the Safe Services Network 3. Network users are granted appropriate access rights and levels on the Network to enable the execution of their work duties whilst at the same time not compromising Network and data security. 4. All Safe Services Network users play their part in ensuring that information, software and hardware (laptops, printer devices, desktop computers, data projectors, etc.) are protected and appropriate safeguards, measures and controls are in place. 5. They should also ensure risks of security exposure or compromising the Network are effectively managed. Policy 1. Only Safe Services employees (permanents) may be added to the Safe Services Network with relevant access levels. Contractors, consultants and all other individuals affiliated with third parties can only receive access by approval of the associated department head and the IT manager 3 | P a g e 2. Access to the Internet and E-mail is governed by the E-mail policy Internet (Section 4 & 5 of this policy) 3. In the case of employee transfer, termination or any other action, the Department manager should notify IT helpdesk. 4. The notification must specify the nature of the action (either a termination of contract, disciplinary action, transfer or separation), to determine whether IT will need to remove the user from the Network. 4 | P a g e SECTION 3: NETWORK AND DATA SECURITY Objectives Mitigate all security-associated risks by putting controls and measures and to ensure that users play their part in ensuring that data, information and computer equipment are secure at all times. Note: Computer equipment here after will refer to desktop computers, laptops, printer devices, modems, LCD projectors and all related peripherals. Policy 1. Always read the user manual that
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