Page 39 - TMCF 2025 HR Team Manual

equipment may be viewed as an essential and convenient business tool, but their very portability makes them particularly vulnerable to physical damage or theft. The impact of such a breach includes not just the replacement of the hardware but also the value of organizational data on them, or accessible through them. Information is a vital asset for TMCF. The impacts of unauthorized access to or modification of important and/or sensitive data can far outweigh the cost of the equipment itself. The specific information given in this policy manual is directly relevant to company IT equipment and, in case of conflict, takes precedence over other policies.
SCOPE
This policy and the procedures herein affect all employees who use company IT equipment for official purposes.
An employee using company-provided IT equipment is therefore responsible for the security of that IT equipment, regardless of whether the IT equipment is used in the office, at one’s place of residence or in any other location such as a hotel, conference room or while traveling.
INTENDED USE OF DEVICES
Every user must ensure that the IT equipment is being used only for official purposes and in the course of the rightful discharge of their duties and not for generating, transmitting and corresponding any content that is contrary to company policies. This may lead to the user being subject to disciplinary or any other appropriate action as per company policies.
LAPTOP/IPAD SECURITY CONTROLS
All IT equipment acquired for employees on behalf of the company are company property. Each employee issued company IT equipment shall be responsible for the security of that IT equipment, regardless of whether it is used in the office, at the employee’s place of residence, or in any other location such as a hotel, conference room, car or airport. Users shall secure all company-issued IT equipment in each of the following domains under the stated guidelines.
PHYSICAL SECURITY & THEFT PREVENTION
In order to ensure physical security of laptops/iPads and data therein, all laptop/iPad users are required to undertake the following actions:
1. The physical security of company provided laptops/iPads is the user’s personal responsibility. Take all reasonable precautions, be sensible and stay alert to the risks.
2. Keep your IT equipment in your possession and within sight whenever possible, just as if it were your wallet, handbag or mobile phone. Be extra careful in public places such as airports, railway stations or restaurants. It takes thieves just a fraction of a second to steal an unattended laptop/iPad.
3. Never leave the IT equipment unattended when using it outside the office.
4. Lock the IT equipment away out of sight when you are not using it, preferably in a strong cupboard, filing cabinet or safe. This applies at home, in the office or in a hotel.
5. Never leave a laptop/iPad visibly unattended in a vehicle. If necessary, lock it out of sight in the trunk or glove box, but it is generally much safer to take it with you.
6. Carry and store the laptop/iPad in a padded bag or strong briefcase to reduce the chance of accidental
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