PERSONAL COMPUTER USE POLICIES
Updated: Dec 2, 2008
Effective immediately and replacing all previous policies, the following practices for personal computer use, Internet and E-mail usage are implemented:
General Policy Statement
James Western Star Sterling Ltd. relies on personal computers to store and process critical information. Users must recognize the vulnerability of the information to accidental and/or malicious destruction, modification or disclosure.
This rapidly growing dependence on PCs has created a vital need to develop standards and procedures. The following procedures have been prepared for all PC users:
- To provide employee awareness of fundamental issues and laws.
- To enable efficient use of the information systems while minimizing the inherent negative impacts.
To maintain a professional image.
- To maintain security
Management must ensure that all their employees understand and follow the policies and procedures.
Information Security
- All company files must be stored on the server which are backed up and secured.
- Passwords must not be displayed or shared with anyone (except for the system administrator or your Manager)
- Passwords may not be embedded in a macro, as this is the equivalent of sharing.
- When employees change jobs or their job description is revised, the employee’s Manager is responsible for requesting the removal of access to applications that are no longer applicable.
Backup and Recovery
- Program and data files required for business functions and stored on the servers will be backed up on a nightly, weekly and monthly rotation by the IT manager.
- The IT department will not be responsible for any files or folders locally stored on computers. (i.e. on your c: drive)
Limitation of Use
- Personal computers owned by James Western Star Sterling Ltd. may only be used for purposes that are in alignment with our vision.
- Proprietary software packages obtained from outside vendors shall be protected under the terms and conditions of their contract to protect the rights of the vendor.
Purchase and Maintenance
- Acquisition of hardware and software must be approved by the IT Manager under the guidelines and standards set by management.
- All machines must be protected from static electricity, electrical surges and blackouts by using surge protection and proper electrical connections.
Licensed Software
- It is against company policy to duplicate licensed software for personal use.
- Any duplication of licensed software (except for backup purposes) is a violation of Copyright Law and a criminal offence.
E-mail and Internet Use
- E-mail and Internet use are for business purposes only.
- Do not download or transmit screen savers, unlicensed programs or chain letters. These often contain viruses and can cause network congestion and disruption.
- Computer systems should not be used inappropriately. Some examples of inappropriate use include:
- Placing unlawful information on networks and systems
- Use of threatening, abusive, or otherwise objectionable language in either public or private messages
- Any activity which could cause congestion or disruption of networks and systems
- Attempts to falsify information or originator by any means or use of another user’s account or password
- Any unlawful, abusive, obscene, sexually explicit, sexist, racist, discriminatory, embarrassing, fraudulent, disrespectful, or profane electronic transmission or web site access
- Do not download extensive files from web sites unless absolutely necessary. These activities consume bandwidth, and contribute to our monthly allowed traffic limits.
- Due to the significant impact on our network environment, downloading multimedia or accessing streaming video and audio are not acceptable unless strictly for business purposes and is coordinated with the IT department. (This includes Internet Radio stations)
- Websites are now a large cause of viruses and spy ware. Visiting unreliable sites can infect your computer and/or our entire network causing slowdowns and disruptions.
- Read E-mail daily. Delete old E-mail messages on a regular basis to free up valuable disk storage space on mail servers. Keep messages in your electronic mailbox to a minimum.
- Re-read your mail message before you send it to make sure it will not be misunderstood. On most systems, once a message is sent it cannot be retrieved.
- Avoid sending attachments without verifying with the recipient what file formats are available to them. Otherwise you may be mailing a technical problem that may not be resolvable.
- E-mail messages make use of the Internet. Confidential information is not to be sent across the Internet in unencrypted form.
- Do not visit any website not approved by the IT Department.
Monitoring and Privacy
- To ensure compliance with this policy, and to assess current and future needs for capacity and responsiveness James Western Star Sterling Ltd. may access, monitor and review the use of its electronic mail and any information stored on or passing through its Information Technology facilities.
- Users should not have any expectation of privacy in respect with any electronic equipment usage and by using James Western Star Sterling Ltd.’s computing facilities, users consent with James Western Star Sterling Ltd.‘s right to monitor network use.
Failure to abide by these policies and procedures or the use of the PC and its storage for personal gain or unlawful purpose will result in disciplinary action up to and including discharge.
Last Updated: Dec 2 2008 09:11 AM
NETWORK SECURITY GUIDELINES
Virus outbreaks can lead to a complete loss of data on a workstation, or server, or possibly shut down our email or web services. It is imperative that some basic guidelines are followed to help maintain the security of our network.
Passwords: Change passwords frequently, choosing unusual words, numbers or a combination of both.
Attachments: Beware the unsolicited e-mail attachment, even if it comes from an email address you know (some viruses can hijack addresses). Reply to the sender and ask if he or she did indeed mean to send the attachment. Unless you explicitly asked someone to send you the attachment, do NOT open it!
E-mail: Read e-mail messages in plain text rather than HTML, especially when using Outlook or Outlook Express. Be suspicious of any e-mail that tries to lure you to a Website and have you enter personal data. This tactic – called “phishing” – is used for identity theft.
Browsers: Almost all modern browsers have a "Pop-up Blocker". While it is a good idea to use them; it can also unfortunately interfere with some of our Freightliner applications. Please make sure your popup blocker is turned off for Freightliner websites. Please do *NOT* install any toolbars such as Google or Yahoo. These can also cause issues with Freightliner and other websites.
Securing data: Before you crack open that laptop and begin entering sensitive data or reviewing confidential information, be aware of who is sitting behind or beside you. It may be better to sleep during that plane trip, rather than unwittingly share sensitive information with strangers.
When you are away from your office: Please avoid leaving your computer on and unattended. You never know who might pass by and access your information and the corporate network. If you are going to be aware from your desk, lock your computer (Ctrl-Alt-Delete and click on the “Lock Computer” button) or, log out completely.
Physical Security: Employees need to be vigilant about providing additional eyes and ears for the company.
Who’s who: Learn whom you should contact to inform the company of breaches in both physical and network security. This will be your manager, or the I.T. Manager.