Responsibilities on the Usage of Microcomputers

March 28, 1990 REVENUE ADMINISTRATIVE ORDER NO. 01-90 SUBJECT : Responsibilities on the Usage of Microcomputers TO : All Assistant Commissioners/Division Chiefs/Regional Directors/Revenue District Officers/Branch Chiefs and Computer Operators I. OBJECTIVES This Order is issued: a. to define clearly the accountabilities of the Chief of Office and the designated computer operators in the use of the microcomputers and peripherals; b. to ensure proper security measures in the utilization of processed data and information from unauthorized personnel/users; c. to warrant the long term dependability and efficiency of the microcomputers and peripherals through proper care and use; d. to supplement Revenue Memorandum Order No. 15-89, Subject: Guidelines on the Proper Allocation, Installation and Utilization of Microcomputers and Distribution of Computer Supplies. II. GUIDELINES AND INSTRUCTIONS A. SYSTEMS 1. The Management Information and Data Control Systems Division (MIDCSD) and Revenue Information Systems Services, Inc. (RISSI) shall develop and load official micro-based systems applications for the use of the office concerned; 2. Any deliberate distortion and alteration of the abovementioned official systems applications and/or misrepresentation on the processed data/information shall be grounds for dismissal of the responsible personnel. However, in case any alteration in these systems application is required, proper clearance from the MIDCSD or RISSI, as the case may be, should be secured in writing; 3. All offices concerned may load other systems applications that are solely for their official use; acd 4. All inputted data should be provided with back-up tapes or diskettes daily. B. HARDWARE 1. In case of machine breakdown and/or virus infection, the MIDCSD/RISSI shall immediately be notified. 2. Unauthorized repair or service is strictly prohibited. 3. Any deliberate damage on the units and virus infection in the systems shall be a liability of the operator and the Chief of the Office concerned. C. SECURITY MEASURES 1. The Chief of the Office, together with the operator shall be mainly responsible in safekeeping the microcomputer and peripherals, including the manuals allocated to their office. 2. The microcomputer unit with all its peripherals shall be located in a designated cubicle which should not be accessible to unauthorized personnel. 3. The Chief of the office and the authorized operator shall not allow other persons to enter the cubicle and use or operate the computer. 4. The microcomputer unit shall be operated only by users duly authorized and designated by the Commissioner or Deputy Commissioners. 5. Passwords are to be set and installed only by the Management Information and Data Control Systems Division in the system in order to protect the stored information and should be accessed only by authorized personnel. 6. Computer diskettes and tapes shall be requisitioned only from the property Division. The use of unauthorized tapes or diskettes is strictly prohibited so as to prevent virus infection of the unit. 7. In cases of data sharing thru the exchange of diskettes between offices, the operator is solely responsible in monitoring the presence of viruses in the diskettes. casia D. FUNCTIONS OF MIDCSD/RISSI The MIDCSD/RISSI shall: 1. Perform support services such as training on the systems/microcomputer applications; 2. Administer a routine check up every six (6) months on the maintenance of the microcomputers and peripherals; 3. Conduct management audit to check on the operations/activities in the usage of the microcomputers and peripherals; and 4. Coordinate with the suppliers for the immediate repair of the microcomputers in case of machine breakdown. III. EFFECTIVITY This revenue administrative order takes effect immediately. (SGD.) JOSE U. ONG Commissioner of Internal Revenue