Guidelines on the Proper Utilization and Maintenance of Microcomputers

August 17, 1994 REVENUE MEMORANDUM ORDER NO. 59-94 SUBJECT : Guidelines on the Proper Utilization and Maintenance of Microcomputers TO : All Chiefs of Offices/Divisions/Units, System Administrators, Computer Operators and Others Concerned I. Objectives This Order is issued: A. To monitor and control the proper utilization and installation of micro-computers in the various offices of the Bureau; aisa dc B. To prevent proliferation of computer viruses and safeguard the data integrity of the bureau's information systems; C. To effect transfer of micro-computers from one office to another based on needs and utilization; D. To prescribe a system of distribution of computer supplies. II. Specific Guidelines and Procedures A. SOFTWARE INSTALLATION/REINSTALLATION 1) Installation of softwares should be done only by trained personnel from the Field Technical Support Division (FTSD) of the Information Systems Operations Service (ISOS) upon the request of the user. Diskettes for said installation should come only from the FTSD inventory of installation and back-up softwares. 2) Formatting/Reformatting of hard disks and updating of softwares should likewise be done only by the FTSD personnel. cd i B. VIRUSES 1. The Computer Operator assigned to operate the Personal Computer (PC) shall execute virus scanning at least once a day whenever automatic scanning and cleaning is not available. 2) Once virus is detected in your PC immediately ask for assistance from the FTSD if not familiar with the procedures on virus eradication. 3) Scanning of all diskettes coming from outside sources/offices is mandatory. C. BACK-UPS 1) Assigned Computer Operator should perform periodic back-up of all data-files. (Daily, Weekly, Monthly, etc. Depending on the volume and importance of the data) 2) Write-protect diskettes of back-up data-files whenever necessary. 3) Attach appropriate stick-on labels on softwares and data files including back-up disks to facilitate storage and retrieval. D. COPYING OF SOFTWARES/DATA-FILES 1) Diskette copying and swapping between Services/Divisions should follow prescribed procedures as stated-above to avoid possible spread of viruses among PCs. 2) Copying/installation of game softwares is not allowed. E. SECURITY 1) The System Administrator is responsible for the security and integrity of the Information System installed in his/her office. 2) Computer rooms should be secured with safety locks and limited to authorized personnel such as System Administrator, Computer Operators and other personnel as authorized by the head of office. Any transactions other than computerized related activity should be done outside the computer office. III. Monitoring Activities A. SYSTEM AUDIT 1) Each Division should assign a particular person to control and monitor the use of PCs. The micro-computer shall be utilized only during office hours and for official tasks and functions. Anent to this, the computers shall not be used for personal needs. 2) Playing computer games during office hours is not allowed. 3) Spot checking/auditing and inventory of microcomputers will be conducted regularly by the FTSD personnel to determine the proper utilization of PCs, presence of virus etc. acd B. PENALTIES Violations of the above-stated prohibitions will be dealt with accordingly, upon the recommendation of the Field Technical Support Division. First Offense : Verbal Admonition Second Offense : Written Reprimand, to be included in the 201 file of the person concerned. Third Offense : Temporary Confiscation of the PC. The PC will be temporarily confiscated and housed at the Office of the FTSD until such time that the concerned user has been evaluated to be using the computer properly. cd This Order takes effect immediately. LIWAYWAY VINZONS-CHATO Commissioner