Policy: Laptop Security: Difference between revisions

Policy: Laptop Security (view source)

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 - Keep the laptop in your possession and within sight whenever possible, especially in public places such as airports, railway stations or restaurants.
-- If you have to leave the laptop temporarily unattended in the office, meeting room or hotel room, even for a short while, use a laptop security cable or similar device to attach it firmly to a desk or other heavy furniture in order to prevent easy escape of the thieve.
+- If you have to leave the laptop temporarily unattended in the office, meeting room or hotel room, even for a short period of time, use a laptop security cable or similar device to attach it firmly to a desk or other heavy furniture in order to prevent easy escape of the thieve.
 - Lock the laptop away out of sight when you are not using it (at home, in the office or in a hotel).  Never leave a laptop visibly unattended in a vehicle, it is much safer to take it with you.
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 - Carry and store the laptop in a padded laptop bag or strong briefcase to reduce the chance of accidental damage.  Don’t drop it or knock it about. An ordinary-looking briefcase is less likely to attract thieves than an obvious laptop bag.
-- If the laptop is lost or stolen, notify the Police immediately and inform the Organization as well as submit the police report (within 48 hours)
+- If the laptop is lost or stolen, notify the Police immediately and inform the Organization as well as submit the police report to the Organization (within 48 hours)
 == Virus protection ==
+- Users must take responsibility for ensuring that security updates take place on laptops in their care. The associate is obliged to take all necessary measures for the security and integrity of all date on the laptop.
 - The anti-virus software MUST be updated at least monthly.
-- Email attachments are now one of biggest sources of computer viruses.  Therefore, avoid opening any email attachment unless you were expecting to receive it from that person.
+- Email attachments are one of biggest sources of computer viruses.  Therefore, avoid opening any email attachment unless you were expecting to receive it from that person.
 - Always virus-scan the files downloaded to your laptop from any source (CD/DVD, USB hard disks, memory sticks, network files, email attachments, files from the Internet). Virus scans normally happen automatically but the IT responsible of the Organization  can tell you how to initiate manual scans if you consider necessary.
-- Report any security incidents (such as virus infections) promptly to the IT responsible of the Organization  in order to minimize the damage
+- Report any security incidents (such as virus infections) promptly to the IT responsible of the Organization  in order to minimize the damage.
 - Respond immediately to any virus warning message on your laptop, or if you suspect a virus (e.g. by experiencing unusual file activity) by contacting the IT responsible of the Organization.  Do not forward any files or upload data onto the network if you suspect your laptop might be infected in order to avoid the spread of the virus.
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 ''Unauthorized software''
-Do not download, install or use unauthorised software programs.  Unauthorized software could create significant security issues regarding the networks of the Organization as well as affecting the performance of the laptop.  Software allowing the laptop to be ‘remote controlled’ (e.g. PCanywhere) and ‘hacking tools’ (e.g. network sniffers and password crackers) are strictly forbidden on organization-owned laptops without prior permission from the IT responsible of the Organization and the President of Board.
+Do not download, install or use unauthorized software programs.  Unauthorized software could create significant security issues regarding the networks of the Organization as well as affecting the performance of the laptop.  Software allowing the laptop to be ‘remote controlled’ (e.g. PCanywhere) and ‘hacking tools’ (e.g. network sniffers and password crackers) are strictly forbidden on organization-owned laptops without prior permission from the IT responsible of the Organization and the President of Board.
 ''Unlicensed software''
-Most software, unless it is specifically identified as “freeware” or “public domain software”, may only be installed and/or used if the announced license fee has been properly paid.  Shareware or trial version of software must be revoked from the laptops or licensed by the end of the permitted free trial period.  Some software is limited to free use by private individuals only, therefore please observe the license condition of the software before download.
+Most software, unless it is specifically identified as “freeware” or “public domain software”, may only be installed and/or used if the defined license fee has been properly paid.  Shareware or trial version of software must be revoked from the laptops or licensed by the end of the permitted free trial period.  Some software is limited to free use by private individuals only, therefore please observe the license condition of the software before download.
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 Associates are responsible for maintaining an appropriate backup of their laptop, especially of the work-related documents and data files created that are not restored when reinstalling the operating system and programs.
 The preferred way to do this is to upload the data from the laptop to the network (Webex)on a regular basis (ideally on daily basis but weekly at least).
-It would be prudent to establish a process of copying the data files to an external drive (off-line backups) as an added precaution against data loss, since if the laptop is stolen, lost, damaged or if it simply malfunctioned, it may be impossible to retrieve any of the data from the laptop.
+It would be prudent to establish a process of copying the data files to an external drive/CD/DVD (off-line backups) as an added precaution against data loss, since if the laptop is stolen, lost, damaged or malfunctioned, it may be impossible to retrieve any of the data from the laptop.
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 If you receive inappropriate material by email or other media, delete it immediately.
 If you accidentally browse to an offensive website, click ‘back’ or close the window without delay.
-If you receive a lot of spam, check your spam settings or contact to the IT responsible of the Organization for assistance.
+If you receive a lot of spams, check your spam settings or contact to the IT responsible of the Organization for assistance.
 ''Health and safety aspects of using laptops''
-As laptops have relatively smaller keyboards, displays and pointing devices than desktop systems, constant usage of them increase the chance of repetitive strain injury (especially in case of usage without desk). Therefore, limit the amount of time you spend on using the laptop.  Wherever possible, place the laptop on a conventional desk or table and sit comfortably in an appropriate chair to use it. If you use the laptop in the office most of the time, you are advised to apply a ‘docking station’ with a full-sized keyboard, a normal mouse and a display permanently mounted at the correct height.
+As laptops have relatively smaller keyboards, displays and pointing devices than desktop systems, constant usage of them increases the chance of repetitive strain injury (especially in case of usage without desk). Therefore, limit the amount of time you spend on using the laptop.  Wherever possible, place the laptop on a conventional desk or table and sit comfortably in an appropriate chair to use it. If you use the laptop in the office most of the time, you are advised to apply a ‘docking station’ with a full-sized keyboard, a normal mouse and a display permanently mounted at the correct height.
 Stop using the portable and consult your physician  in case of  experiencing symptoms such as wrist pain, eye strain or headaches that you suspect may be caused by using the laptop.