Page 40 - TMCF 2025 HR Team Manual

damage.
7. Keep a note of the make, model and a serial number of your IT equipment.
8. Keep the IT equipment in the best condition possible. If any damage may arise, the employee may have to pay for the cost of the repair. The user will be responsible for paying for the laptop in installments, which will be deducted from their bi-weekly salary through payroll deductions.
DATA SECURITY CONTROLS
Employees must secure the data within their laptops/iPads. In this regard you must adhere to the following:
1. You are personally accountable for all network and systems access under your user ID, so keep your password secret. Never share it with anyone, including family members, friends or staff.
2. Corporate TMCF equipment is provided for official use by authorized employees. Do not loan your laptop/ iPad or allow it to be used by others such as family and friends.
3. Avoid leaving your laptop/iPad unattended and logged on. Always log off or activate a password-protected screensaver before walking away from the machine.
4. Once a week shutdown your computer to allow processors to shut down and have the process shut down completely.
5. The use of an Apple ID is OK. You need to use your tmcf.org email, and at the time of departure from the company the employee must provide the password, and any information will belong to Thurgood Marshall College Fund.
6. Any information or documents that are on any corporate TMCF equipment will belong to TMCF.
VIRUS PROTECTION & MALWARE
Viruses and malware are a major threat to valuable organizational data. You must safeguard their systems from potentially harmful viruses as follows.
1. Email attachments are now the number one source of computer viruses. Avoid opening any email attachment unless you were expecting to receive it from that person.
2. If training is needed, please contact the IT department for training.
3. Report any security incidents promptly to the IT department in order to minimize the damage.
DATA BACKUPS
1. Unlike other companies that are backed up automatically, Google Drive has been installed on all TMCF equipment.
2. Remember, if the laptop is stolen, lost or damaged, or if it simply malfunctions, we will be able to retrieve any information that is on Google Drive. Please make sure that your Google Drive is up and running at all times.
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