Laptop Policy
Details
| Date | Version | Status | Information Classification | Document Template ID | Document No |
|---|---|---|---|---|---|
| 22-01-2020 | 1.4 | Approved | Internal | AMS DOC | AMS-SP-22 |
Revision History
| Date | Version | Description | Author | Reviewed by | Approved by | Approved date |
|---|---|---|---|---|---|---|
| 09-10-2012 | 1.0 | Draft | Praveen | Ganesh | Premanand | |
| 17-10-2012 | 1.1 | Initial Version | ||||
| 31-07-2017 | 1.1 | Reviewed. No changes | ||||
| 10-08-2017 | 1.2 | Replaced shall with will | ||||
| 25-03-2019 | 1.3 | Reviewed. No changes | Praveen | |||
| 20-12-2019 | 1.4 | Annual Review 2020 - Changes made to align with the standard document format and industry best practices | Praveen | Shaila | Suresh Kumar B V | 22-01-2020 |
Acronym Used
| Acronym | Expanded Form |
|---|---|
Introduction
This procedure details the steps to be followed for issuing of laptop, loading and retrieving data to and from the laptop.
Standard Reference
- ISO/IEC 27001; Clause 8
Scope
This procedure is applicable to all employees at ASL.
Key Practices & Responsibility
The key practices and responsibilities are as follows:
| Srl. | Key Practice | Responsibility |
|---|---|---|
| Identifying Need for Laptops | Function Head | |
| Request for Laptop | Requestor | |
| Prepare Laptop | IT Team | |
| Return of Laptop | Requestor | |
| Laptop Data Retrieving | IT Team |
Key Practice Details
Identifying Need for Laptops
The usage of laptops is driven by business needs of the organization. Users may be provided laptops for permanent use or temporary as follows:
Permanent use: For mobile users and users who are required to work outside ASL facilities from time to time. Such users will be provided with a laptop in lieu of a desktop for their computing needs.
Temporary use: For users who may be working outside ASL for a short period of time or for any temporary need related to work.
Request for Laptop
For Permanent Use
When a laptop is required for permanent use, the requestor raises a request. The approval for issue of laptop is should be provided by the Group Head in consultation of CEO as required.
The requestor must also specify the following in the Laptop Request.
Operating System required
Software(s) to be installed
Email configuration
For Temporary Use
When a laptop is required for temporary use, the requestor raises a request for laptop.
The purpose of requirement of the laptop will be documented in the request form. The timeframe within which the laptop is required will also be specified in the request.
The requestor must also specify the following
Operating System required
Software(s) to be installed
Email configuration
Data Load Details
The request will be sent to the respective Group Head for approval.
After the approval, the request is sent to IT Team for preparation and issue of laptop.
Prepare Laptop
The IT team member prepares the laptop for issue by
Formatting the hard disk of the laptop.
Installing the OS
Antivirus with latest update
Installing the latest patches.
Setting up the e-mail configuration, VPN, Personal firewalls.
Installing other common applications like MS Office, WinZip, Adobe Acrobat Reader, Teamviewer...etc
Encrypting the hard disk
The IT team member will also install the specific software's requested in the request form.
The IT Team will copy the artifacts as requested to the laptop after performing a virus scan of these files
The IT team member will update the asset management tool with the following details of the laptop before issue
Serial No.
Hired/Own
Name of the Laptop
Model No.
Ram Speed,
Processing speed and
Hard disk capacity
The IT team member will be responsible for preparing a returnable Gate Pass for the laptop prior to the issue of the laptop. The office security personnel will track the gate pass.
Return of Laptop
After Permanent Use
Laptops issued for permanent use is returned when:
An employee exits the organization
A replacement laptop provided
A change of role occurs and the employee does not need a laptop in the new role and a desk top pc is provided in replacement
The laptop should be handed over to the IT Team by the user.
The IT team member performs the virus scan of the laptop before copying any of the files to the network.
The data from the laptop is backed up to back up media if needed.
In case where a new PC or a laptop is issued, the IT team copies user's data to the new PC/laptop.
The IT Team is responsible for cleaning up the data on the released laptop prior to issue for another person.
After Temporary Use
After the temporary use is over, the laptop should be handed over to the IT Team.
The IT team member performs the virus scan of the laptop before copying any of the files to the network.
The requestor does the sign-off after returning the laptop to the IT Team.
The IT Team is responsible for cleaning up the data on the laptop prior to issue for another person.
Laptop Data Retrieving
When the data on the laptop is required the requestor raises the request for copying data from laptop.
The purpose of the request and the location where the artifacts are to be copied are stated.
The request is approved by the Group Head and sent to the IT Team.
The IT Team copies the artifacts from the laptop to the specified location
The requestor does the sign-off after the required artifacts are copied from the laptop.
Penalty Clause for Deliberate Damage Of Laptop
All user will have to ensure that the laptop under their custody to be handled properly.
Laptops are to be used for 5 years from the date of purchase. Employees to ensure that laptops under their custody are to be used carefully for its optimum utilization.
Employees will ensure that Laptop issued to them is solely for organisational purpose.
On the event of loss of Laptop, Antares should recover the total cost of laptop from the employee.
Any damages occurred due to mishandling are taken seriously and the cost of repair will be compensated from the employee
Loss / Damage of Laptop
If Laptop is lost or faces any major problem with OS/Application Software, IT Department will deliver "smart replacements" that are complete with all the end user's documents, mailboxes, configurations, settings and other personalization.
Three fundamental elements are required for IT Department to be prepared for business problems. The following points to be considered:
Determine the business problem and separate it from the technology problem
Report the lose immediately as a physical security incident to respective Department Head, IT Dept, HR and Police.
Access all the content of the lost, stolen, or damaged Laptop immediately.
Rebuild the Laptop exactly as it was, complete with applications, documents, favorites, mailboxes, configurations, settings, and all other personalization from the backup taken
User Responsibilities
The laptop users are responsible for security of the laptop and any information contained therein. Some of the specific do's and don'ts they need to adhere to includes:
Ensuring physical security of the laptop. Users should not leave the laptop unattended.
Exercise appropriate precautions while using the laptop in public areas.
Connecting to ASL remotely using VPN connection only.
Installing the latest patches for OS or application software if prompted by the system.
Verifying the antivirus Software for update of Virus signature and scan engine files while working away from ASL.
Ensuring the password is not shared with anybody.
Contacting IT team first for any hardware and Software support
Perform a daily incremental back-up and weekly full back-up to enable disaster recovery in case of any failures.
References
| Srl. | Document/Section Name |
| Procedure for Asset Management |
Implementation Artifacts
| Srl. | Template ID | Artifact Name |
| AMS-CF-15 | Human Resource Request Form |