Policies and Guidelines on Office Automation Security in the National Office (N.O.) and the Revenue Data Center (RDC)

July 23, 1997 REVENUE MEMORANDUM ORDER NO. 44-97 TO : All Chiefs of Offices/Divisions Units, Systems Administrators, Computer Operators and others concerned SUBJECT : Policies and Guidelines on Office Automation Security in the National Office (N.O.) and the Revenue Data Center (RDC) I. Objectives : This Order is for the purpose of providing policies and guidelines on the following: To promote awareness among users about virus prevention and control. To prevent proliferation of computer viruses and safeguard the data integrity of the Bureau's office automation systems and files. To maintain a virus-free computer environment. II. Policies and Guidelines In order to attain these objectives, the following are to be observed: A. All disk drives of Office Automation PCs connected to the network shall be disabled except for one (1) dedicated PC which shall serve as the entry point in uploading and downloading of files in every division/office. B. The dedicated PC with anti-virus software shall be installed in a prominent location which users can easily access. This shall be manned by a designated Computer Operator who shall be responsible for its operation and maintenance. C. All diskettes/cartridges/tapes shall be scanned for viruses through the dedicated PC prior to loading. D. In order to ensure data integrity and to avoid loss of files due to viruses, periodic back-up shall be created . E. Use of unlicensed software is strongly discouraged. Likewise, copying and installation of game software are not allowed . F. Penalties/Sanctions shall be imposed on violators of the above-stated policies and shall be dealt with accordingly, upon recommendation of the Assistant Commissioner, Information Systems Operations Service (ISOS) for the National Office or Revenue Data Center (RDC) Head for the RDC and attached Regional Offices/Revenue District Office to the RDC. First Offense : Verbal admonition and a written reprimand will be issued and shall form part of his/her 201 files. Second Offense : All the PCs in the concerned office will be temporarily disconnected from the network and will only be re-connected until after such time that the violator has been evaluated to be abiding by the said set of policies. Third Offense : The Internal Security Office will be notified of the violator's non-compliance to this Order for the necessary administrative action in accordance with the Civil Service rules. G. Detailed technical procedures for implementation will be provided in a separate Memorandum. III. Effectivity This Order takes effect immediately. LIWAYWAY VINZONS-CHATO Commissioner of Internal Revenue ANNEX A Internal Communications Network ACKNOWLEDGMENT RECEIPT This is to acknowledge receipt of the following document(s) in clear and legible condition, from the Corporate Communications Office (CCO) on (date of receipt) __________. (Enumerate documents received): This Office shall transmit to the CCO any comment(s) it may have on the issuance(s)/communication(s), within twenty (20) days from the said date of receipt. ____________________ Signature ____________________ Printed Name of Official ____________________ Designation ____________________ Place of Assignment ANNEX B Internal Communications Network FEEDBACK SHEET MEMO TO: The Head, Corporate Communications Office This refers to _______________________ dated _________ which was (Issuance/Communication) received by this Office on _____________. Please consider our comments, as follows: Please relay action/clarification to this Office the soonest possible time. ____________________ Signature ____________________ Printed Name of Official ____________________ Designation ____________________ Place of Assignment