Guidelines on IT Equipment Usage

March 8, 2005 SEC MEMORANDUM CIRCULAR NO. 03-05 TO : All SEC Officials and Employees SUBJECT : Guidelines on IT Equipment Usage General Usage All Information Technology and Communication (ICT) resources, i.e. workstations, servers, networks, files and information in the office system, are properties of the Commission. To ensure that these resources are used optimally, all SEC Officials and Employees (herein referred to as "User") are directed to use them strictly for official business only. DITEAc System Access 1. Only authorized Users are allowed to access and view the system. For Thin Client Users, a smart card will be issued for the use of the same. In case of loss of the smart card, the User shall immediately notify the MIS Division for its immediate cancellation and replacement. The cost of replacing the lost smart card shall be paid by the User. seccd2005 2. It shall be the sole responsibility of the User to safeguard his smart card and his user account (username and password). The Users are hereby directed to change their default passwords within 24 hours from receipt of the same. The User shall be personally accountable for any anomalous transaction that Involves his smart card and/or user account regardless of who Initiated the transaction. Internet and Emails 1. Only work-related websites that aid the staff in his work will be made available for access. 2. Internet access for official use shall be from 7:00 a.m. to 8:00 p.m. Use of the Internet other than for official business shall be from 6:01 p.m. to 7:30 p.m., provided the User shall not access unauthorized sites such porno, gambling and other similar sites. 3. Should there be need to use the Internet for official purposes beyond office hours and during weekends, the User shall secure written approval from his Director and the MIS Assistant Director. 4. All authorized Users will be provided with an official SEC email account. Files and Information 1. Each User shall be assigned a "user filesystem" and shall be responsible in safeguarding his files. The "user filesystem" is personal to User and the same may only be accessed by the Head of the Department or Head of the Division concerned, subject to the approval of the Head of the Department. 2. The User shall ensure that only office-related files and documents shall reside in his "user filesystem." 3. It shall be the exclusive responsibility of the User to prevent the introduction of unauthorized files into the system. 4. Games are classified as non-work related and shall not be allowed into the system. 5. The Commission reserves the right to audit at any time the use of the equipment and its resources. Input and Output Processing 1. The equipment shall be used solely to run application system and/or software authorized by the Commission. 2. the User shall be prohibited from installing additional external input/output devices into the equipment. 3. In case there is a need to connect an external input/output device, a written authorization from his Director is required to be submitted to MIS Division. Maintenance/Service 1. The maintenance and servicing of the Thin Client is the responsibility of the MIS Division. Hence, any defect or damaged that is noticed thereon should immediately be reported to it. Penalty Any violation of this memorandum circular shall constitute a violation of reasonable office rules and regulations and shall therefore be dealt with accordingly in accordance with existing Civil Service Rules and Regulations. cCESTA Effectivity This Memorandum Circular shall take effect as soon as the said IT Resources are installed. (SGD.) FE B. BARIN Chairperson