Purpose

The purpose of this policy is to set terms and conditions, as well as standards and guidelines, for the acceptable uses of the IT services and assets provide to the college staff, contractors and visiting faculty. DES expects college staff, contractors and visiting faculty to become familiar with individual and institutional responsibilities to protect its electronic information.

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Scope

This policy applies to all the users In the College, including temporary users, visitors with temporary access to services and partners with limited or unlimited access time to services.

IT Assets

1. Employees should handle all the IT assets of DES properly and in a secure manner. This applies to desktops, laptops, printers and other equipment, applications and software, to anyone using those assets.
2. Active desktop and laptops must be secured if left unattended.
3. Access to assets is forbidden for un-authorized personnel. Granting access to the assets involved in the provision of a service must be done through the approved Service Request Management and Access Management processes.
4. Users shall maintain the assets assigned to them in a responsible manner and not cause any damage to them.
5. The IT Technical Teams are responsible for maintaining and upgrading configurations. None other users are authorized to change or upgrade the configuration ofthe IT assets. That includes modifying hardware or installing software.
6. Special care must be taken for protecting laptops and other portable assets from being stolen. Employees must be aware of extreme temperatures, magnetic fields and use of such devices in wet laboratories should be avoided.
7. Whenever possible, encryption technologies should be implemented in portable assets. 8. Assets (Laptops, desktops) storing sensitive Information such as examination question papers must be password protected and it would be the responsibility of Teacher-InCharges and Heads of the Department/Post Graduate programme Coordinators. The device also in turn should be password protected and should be left unattended.

Email

1. Henceforth, email addresses issued by the organization shall be used for all official communication within the College and outside College for educational and research purposes only. (Use fergusson.edu and despune.org email IDs only).
2. All the assigned email addresses, mailbox storage and transfer links must be used only for business purposes in the interest of the College and DES.
3. Use of the College and DES resources for unauthorized advertising, external business, spam, political campaigns, and other uses unrelated to the College and DES business is strictly forbidden.
4. In no way may the email resources be used to reveal confidential or sensitive information from the outside College and DES. In unavoidable circumstances, confidential data information has to be encrypted or password protected before being sent.
5. Using the email resources of the College and DES for disseminating messages regarded as offensive, racist, obscene or in any way contrary to the law and ethics is absolutely discouraged.
6. Outbound messages from all users should have appropriate signatures at the foot of the message.
7. Scanning technologies for virus and malware must be In place in client PCs and servers to ensure the maximum protection in the ingoing and outgoing email.

ERP system

1. ERP system can be accessed from mobile and PC. Employees will not share login Id or password with anyone.
2. The email Id and the contact details provided as input to the ERP system have to be up to date.
3. Teachers should avoid using the ERP system from any cyber café. In case of unavoidable circumstances, after ERP system is accessed from any cyber café, cache and local copies of any documents should be cleared.

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CCTV

1. The College campus is monitored by CCTV for stakeholder security. None shall tamper it in any way.