Implementation of User Agreement Form (UAF) per Revenue Memorandum Order No. 50-2004 on Information and Communications Technology (ICT) Security Policies

August 17, 2006 REVENUE MEMORANDUM ORDER NO. 25-06 SUBJECT : Implementation of User Agreement Form (UAF) per Revenue Memorandum Or der No. 5 0-2004 on Information and Communications Technology (ICT) Security Policies TO : All Internal Revenue Personnel and Others Concerned I. Objective This Order is issued to: A. Enhance awareness and reiterate strict adherence to ICT security policies (RMO 50-2004) by all revenue personnel and all others (BIR service providers/contractors/consultants) with access to the BIR network and/or such other BIR ICT facilities. B. Prescribe the accomplishment/signing of a UAF as a requisite in the granting of ITS, eMail and/or Internet access to revenue personnel and others concerned. II. Guidelines A. All revenue personnel/others concerned are enjoined to read and understand the prescribed ICT security policies. RMO 50-2004 and other related ICT security policies are available in the BIR website. B. All revenue personnel/others concerned requesting access [eMail, Internet and/or Integrated Tax System (ITS) account] shall accomplish and sign a UAF to ensure thorough comprehension of their responsibilities/limitations on the use of any access granted to them. (see Annex A for amended UAF ) C. The accomplished/signed UAF shall be submitted together with the applicable access/account request form, as follows: 1. Request for System Access (BIR Form/BF 0044) for ITS/server access, including reactivation of suspended account, resetting of password, replacement of/additional job designation etc. UAF and BF 0044 shall be forwarded to Security Management Division-Information Planning and Quality Service (SMD-IPQS) for appropriate action. ( see Annex B for BF 0044 ) CSTcEI 2. E-Mail/Internet Account Request (BF 0041) for creation of BIR eMail account and/or granting of internet access. UAF and BF 0041 shall be forwarded to Systems Support Division-Information Systems Operations Service (SSD-ISOS) for appropriate action. ( see Annex C for amended BF 0041 ) C. A copy of the signed UAF shall be kept on file by revenue personnel and others concerned with access to the BIR network/ICT facilities. D. SSD-ISOS shall provide SMD-IPQS a copy of all approved eMail/Internet Request Forms, together with the signed UAF for access monitoring purposes. III. Transitory Provision All revenue personnel and others concerned with existing access to the BIR network and/or such other BIR ICT facilities shall sign and submit a UAF to SMD-IPQS within one (1) month from release/dissemination of this Order. Non-submission of UAF within the prescribed period shall result in automatic cancellation of the user account/s. IV. Effectivity This Order shall take effect immediately. (SGD.) JOSE MARIO C. BUAG Commissioner of Internal Revenue ANNEX A USER AGREEMENT Bureau of Internal Revenue User Printed Name ___________________________ Identification No. __________ User Designation/Position _______________________________________________ User Office (Division / Section) __________________________________________ User Contact Number ________________________ eMail Address _____________ I have read and understood the BIR Information and Communication Technology/ICT Security Policies (Revenue Memorandum Order/RMO 50-2004). I agree to abide by these ICT security policies. Further, I abide by all applicable rules/regulations concerning the use of the ICT systems. I understand that violation/non-compliance with said policies/regulations will result in, among others, my system privilege revocation, dismissal/termination from service/employment with the BIR, and/or criminal/civil suit. I agree to use non-obvious passwords and to change them every month and/or whenever the need arises. I agree not to disclose/lend my passwords to others. I agree not to write down passwords unless transformed in unrecognizable ways. I agree not to use or borrow another user's account. I agree that I am responsible for all activities, known or unknown, relative to the use of my log-in identification and password. I agree to notify immediately the BIR ICT Security Administrator if I suspect that my files or transactions are tampered with or modified. I agree that only legal versions of copyrighted software with vendor license agreements are to be installed in my personal computer. Therefore, I am prohibited from copying and/or installing software other than those officially installed. I agree that only one dedicated PC with enabled disk drive will serve as an entry point in uploading and downloading of files in every division/office to prevent the spread of virus. I agree that all modifications/changes I will make on any information/data in the ITS shall be properly documented and approved by my supervisor and head of office. I agree that all changes/modifications that I will execute are also in accordance with the existing revenue issuances. I agree that it is my responsibility to coordinate with concerned BIR personnel/officials in the proper turnover of all my accountabilities, records/files relative to the use of my ITS access should I be transferred to another office and/or my service/employment from the Bureau severed for whatever reason. cISAHT I agree to take all reasonable precautions to ensure that BIR data/information on which I have access to are not disclosed to unauthorized persons. At the end of my employment or contract with the BIR, I agree to turn over all data/information/records I have access to. I understand that I am not authorized to use said data/information/records for my own purpose or gain nor am I at liberty to provide such to third parties. I agree to report immediately all violations or suspected violations of the ICT Security Policies to the Security Management Division, telephone nos. 981-7093 to 981-7096; eMail [emailprotected] User Signature ______________________________________ Date ______________________________________ Attested by: _____________________________ Head of Office (Print Name and Signature) BIR Form No. 0044 Request for System Access ANNEX B BIR Form No. 0041 E-mai/Internet Account Access ANNEX C