Page 38 - TMCF 2025 HR Team Manual

TMCF’s equipment and supplies, including but not limited to, computers, photocopiers, telephones, projectors, paper and pens are to be used for business-related activities. Team members are prohibited from using any equipment or supplies for any non-business reason without prior approval of a supervisor and may be required to reimburse TMCF for any applicable costs or charges. It is a violation for team members to record conversations and/or video-record teammates with a tape recorder or other recording device unless prior written approval is received from all parties to the conversation.
All team members that use a mobile device (e.g., BlackBerry, iPhone, Android, iPad and other PDA, smartphones and tablets) to connect to TMCF’s network for email, contacts, calendar, etc. agree they will adhere to TMCF’s security requirements. To prevent the loss of any data, TMCF recommends that user’s backup their mobile devices at least monthly. Should team members lose their mobile device, they must immediately contact someone on the information technology team.
It is each team member’s responsibility to obey all local traffic laws, including laws that prohibit team members from texting or emailing on a mobile device while operating a motor vehicle, unless they are using a hands-free option. Team members who are charged with traffic violations resulting from the use of their mobile device while driving will be solely responsible for all liabilities that result from such actions and may be subject to disciplinary action, up to and including termination.
The value of each TMCF laptop depreciates after three years. If a team member’s laptop is lost or damaged prior to the end of the depreciation period, the team member is responsible to pay TMCF for its depreciated value at the time, as determined by the head of Information Systems or other personnel serving in this capacity in the administration division. It is at the discretion of the team member’s supervisor and the head of Information Systems to determine the extent to which the team member shall be responsible for the cost associated with replacing the lost or damaged equipment.
Team members who have questions or concerns should contact his or her supervisor or someone on the information systems team. The adoption of this policy and its guidelines is grounded in the fundamental trust that all team members will behave responsibly and use good judgment to preserve TMCF resources, reputation and integrity.
INFORMATION SYSTEM POLICY
TMCF’s information system policy on the use of any company-provided equipment such as desktops, laptops, iPads, monitors, printers or mobile hotspots must be used for official business purposes. The policy minimizes TMCF’s exposure to information security risk, increases the user’s personal safety and safeguards the company’s hardware investment and information. TMCF relies heavily on its ability to keep up-to-date security tools and complete business information; the loss or unauthorized modification of data on portable devices can impact the company’s ability to function effectively. It is therefore essential for all TMCF staff to adhere to the contents of this policy.
PURPOSE
IT equipment provides important functionality, allowing employees to have their computing resource at hand in meetings/workplace or even at home in certain time pressing situations to enable employees to be maximally functional and productive while away from office premises.
This policy describes the controls necessary to minimize information security risks that may affect TMCF. IT
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