Company code of conduct (IT related)

1. Staff Code of Conduct
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CODE OF CONDUCT FOR SECRECY, INTERNET AND
EMAIL USAGE
RULE DECLARATION OF SECRECY & DATA PROTECTION
<YourCompany> employee shall not during the course of, and after the end of the employment with
<YourCompany>, except in the proper course of his / her duties, or with the prior approval in
writing, divulge or make use of any classified, confidential information or of any correspondence,
connections or dealings gained during his / her employment.
I - INTERNET & MAIL
Permitted use
The Internet connection and e-mail system of <YourCompany> is primarily for business use.
Occasional and reasonable personal use is permitted, provided that this does not interfere
with the performance of work duties and responsibilities.
Users may use <YourCompany>'s Internet services for personal purposes, provided that such
use is consistent with professional conduct, not for personal financial gain, and does not affect
the employees’ performance.
Users may send and receive Business related e-mail attachments that do not exceed 5 MB
in size.
If an attachment exceeds 5MB, it can be sent:
Internally at <YourCompany>, through the shared folder in the File Server.
(fsrv<YourCompany>Shared).The shared folder is a temporary area for
communication. Files are not to be stored in this location for a period that exceeds a
month. Otherwise, they will be automatically deleted.
Externally to Suppliers, Customers, Partners, Sister Companies, or others:
Employees have to request uploading files to the FTP site, whereby the other party may
download them. A username and a password will be granted to the receiving
party, to insure security and confidentiality. Files are not to be stored in this location for
a period that exceeds a month. Otherwise, they will be automatically deleted

2. Staff Code of Conduct
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Users may send and receive short text messages with no enclosures for non-business
purposes. <YourCompany> requests that the personal e-mail not to be read in the office and
that any personal e-mail you receive must be forwarded to a non-business account to be
viewed at your leisure.
Prohibited use
Users shall not use <YourCompany>’s Internet or e-mail services to view, download,
save, receive, or send material related to or including:
 Sending business-confidential information by e-mail or over the Internet.
 Dispersing corporate data to customers or clients without authorization.
 Offensive content of any kind, including pornographic material.
 Promoting discrimination on the basis of race, gender, national origin, age, marital
status, sexual orientation, religion, or disability.
 Threatening or violent behavior.
 Illegal activities.
 Non business related Commercial messages.
 Messages of a political or racial nature.
 Gambling.
 Sports, entertainment, and job information and /or sites.
 Personal financial gain.
 Forwarding e-mail chain letters.
 Spamming e-mail accounts from <YourCompany>’s e-mail services or company
machines.
 Material protected under copyright laws.
 Misrepresent the company to others.
Responsibilities
<YourCompany>’s users are responsible for:
 Honoring acceptable use policies of networks accessed through <YourCompany>’s
Internet and e-mail services.
 Abiding by existing federal, state, and local telecommunications and networking laws
and regulations.
 Following copyright laws regarding protected commercial software or intellectual
property.

3. Staff Code of Conduct
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 Minimizing unnecessary network traffic that may interfere with the ability of others to
make effective use of <YourCompany>'s network resources. Examples of this may be
dumping Gigabytes of data into the fileserver or the shared folder at once.
Inbound Mail
Virus scanning is normally completed when a message is received. However, you must not
open files, messages or e-mail attachments without first ensuring that the sender is known to
you. If a message is received from an unknown source or with a suspicious attachment, refer
to the local IT Helpdesk.
If you receive unsolicited e-mails or attachments that could damage the Company's reputation
or are of an offensive nature, please advise your line manager who will contact IT
immediately. This includes all ‘Chain’ or 'Pyramid' style correspondence.
Outbound Mail
By using unencrypted e-mails, there is a risk that business communications could be
intercepted and used in a manner that is damaging the reputation of the Company.
If the subject matter is both sensitive and confidential, and since encryption is not an option
for every outbound mail, use an appropriate alternative method, CDs, delivery by hand or
through a trusted party, etc…
FOR BOTH INBOUND AND OUTBOUND E-MAIL, PLEASE CONSULT WITH THE I.T.
DEPARTMENT IF IN DOUBT, NEED ASSISTANCE OR If THE ISSUE IS NOT CLEAR
TO YOU.
ANY BREACH OF THE ABOVE REQUIREMENTS WILL BE REGARDED AS A
DISCIPLINARY OFFENCE.
Violations
Violations will be reviewed on a case-by-case basis. If it is determined that a user has violated
one or more of the above use regulations, user will receive a warning from his or her
supervisor and his or her future use will be closely monitored. If continuous violations keep on
taking place, management will take immediate action; e.g. revoking Internet access and/or e-
mail privileges, and disciplinary action.
II - PHONE USAGE
<YourCompany>’s phone (extension) is the sole property of the company, and using it must be –
without exceptions - to serve business purposes.

4. Staff Code of Conduct
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Excessive personal usage is strictly prohibited, and management reserves the right to monitor the
“amount” of calls made from one extension through the IT department, and report it to employees’
direct managers. Managers will then determine the consequences of excessive or irregular use,
which may result in losing the employee’s phone and/or calling privileges, payment of the amount
used, and disciplinary action.
III - PC, LAPTOP AND OTHER EQUIPMENT USAGE
Laptops
Technology support of company owned laptops will be equivalent to that provided for company
owned desktop computers.
It is the responsibility of the employee to take appropriate precautions to prevent damage to or
loss/theft of laptop computers in their custody. If the laptop is lost or stolen it must be reported to
admin department immediately.
Employees must inform the IT department before installing any software package on their laptops.
Uncertified software might be harmful to the laptop, and might as well harm the network on
connecting. Employees may not – without IT preapproval - load software for personal use, such as
games, entertainment or personal finance software on a <YourCompany>-owned laptop computer.
Employees are responsible for maintaining an appropriate backup of their laptops, especially of the
work-related documents and data files created that are not restored when reinstalling the operating
system and programs. To ensure that virus protection and other security patches are current and
up-to-date, laptops will automatically be scanned and updated once connected to
<YourCompany>’s network, whether daily or on other frequencies.
Files Storage
Personal files are not to be stored on company’s servers (File Server, Portal, etc…) and PCs.
This includes music, personal pictures, videos, personal software, personal scans, and other
personal documents which can be saved to USB drives, instead of residing on Company’s
resources.
PRINTING
Color printing is relatively expensive and therefore, employees may not print color output, unless it
is to be used as formal <YourCompany> memos, management reports, or customer/vendor related
documentation.
Testing, personal, reading material, and other needless documents are to be printed with the
grayscale option, or viewed electronically.

5. Staff Code of Conduct
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<YourCompany> will generate monthly reports by department, regarding printing colored versus
grayscale printouts, and will communicate to department heads for their action.
PASSWORD USAGE
Passwords are the most common method of personal identification used in conjunction with remote
terminals to deter unauthorized access to computer systems and networks. To stay on the safe
side, here are some guidelines to be followed:
Select a Wise Password
To minimize password guessing:
 Do not use any part of the account identifier (username, login ID, etc.).
 Use 8 or more characters.
 Use mixed alpha and numeric characters.
 Use two or three short words that are unrelated.
Keep Your Password Safe
 Do not tell your password to anyone.
 Do not let anyone observe you entering your password.
 Do not display your password in your work area or any other highly visible place.
 Change your password periodically (every 2-3 months is recommended and a minimum of 2
days).
 Do not reuse old passwords.
Additional Security Practices
 Ensure your workstation is reasonably secure in your absence from your office. Consider
using a password-protected screen saver, logging off, locking or turning off your monitor when
you leave the room/cubicle.

6. Staff Code of Conduct
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HR & ADMIN DEPARTMENT
<YOURCOMPANY>
Dear Sir,
RE: STAFF CODE OF CONDUCT
I acknowledge receipt of <YourCompany>'s staff Code of Conduct and I hereby agree to fully
comply with terms and conditions as stated in the subject code. I also acknowledge that any breach
of the Code of Conduct will lead to disciplinary action.
I hereby commit to comply with the letter and spirit of all laws and regulations of the <Country>,
company policies and all stipulation contained herein in the Code of Conduct.
Yours faithfully,
Name: Staff Number:
Signature: Date: