1. Objective

The purpose of this IT policy is to provide clear guidelines for managing the IT environment within the organization. This includes:

- Ensuring smooth onboarding and offboarding of employees in the IT system.

- Safeguarding organizational IT resources and data.

- Defining responsibilities for the usage, maintenance, and return of IT assets.

- Maintaining compliance with information security standards.

- Promoting productivity and preventing misuse of IT resources.

2. Scope

This policy applies to:

- All employees (full-time, part-time, interns, consultants, and contractors).

- All IT assets including laptops, desktops, mobiles, printers, and network equipment.

- All IT systems, software, applications, network services, and infrastructure.

- All offices, branches, units, and remote working environments linked to the organization.

3. Employee Onboarding Process

3.1 IT Ticket Generation (New Joiner):

- Department Head or HR must raise an IT ticket before the employee's joining.

- Ticket must include: Full name, designation, department, location, joining date, manager’s name, and hardware requirement.

3.2 Domain ID Creation:

- IT team will create a unique Domain User ID in Active Directory.

- Access rights to shared folders, printers, and intranet portals will be configured based on the role.

3.3 Email ID Creation:

- Email ID will be generated only after 1 week of joining.

- Manager confirmation is mandatory to proceed.

3.4 Additional Application Access:

- Software/tools such as Tally, Photoshop, etc., require a separate access ticket.

- Ticket must be approved by the reporting manager and IT Head.

3.5 IT Welcome Kit:

- A digital or printed welcome note will be shared with system usage guidelines, asset list, and support contacts.

4. IT Asset Issuance

4.1 Allocation:

- IT assets will be allocated as per job requirement and availability.

- All asset issuance must be documented in the Asset Management Portal.

4.2 Responsibility:

- Employees must handle all issued items with care.

- Regular updates and backups must be maintained by the user.

- No unauthorized third-party repair or hardware modifications allowed.

4.3 Asset Tagging:

- Each device will be tagged with an asset code and user name for tracking.

- Asset list will be maintained and reviewed every quarter.

5. Usage Policy

5.1 General Usage:

- Systems are strictly for official and work-related purposes.

- Users must lock their device when leaving the desk.

5.2 Internet & Email:

- Browsing non-work-related or inappropriate websites is prohibited.

- Use organizational email only for official communication.

5.3 Software & Security:

- Only licensed software approved by IT can be installed.

- Users must not attempt to disable antivirus or security tools.

5.4 Data Storage:

- Save data only on shared drives, OneDrive, or Google Drive (as approved).

- Avoid storing sensitive data on local C: drive.

5.5 Passwords:

- Use strong passwords with a mix of letters, numbers, and symbols.

- Change passwords every 60–90 days.

- Do not share passwords with anyone.

6. Employee Exit Process

6.1 HR Notification:

- HR must inform IT at least 3 working days before the last working day.

6.2 Asset Collection:

- IT will schedule collection of all assigned devices and accessories.

- Items will be checked for damage or missing parts.

6.3 Account Deactivation:

- IT will disable email, domain ID, VPN access, and revoke software licenses.

6.4 Exit Checklist:

- All assets returned.

- Data backed up or transferred to the reporting manager.

- Clearance form signed and submitted to HR.

7. Non-Compliance Policy

- Unauthorized use of IT assets may result in suspension or termination.

- Lost, stolen, or damaged items must be reported within 24 hours.

- Employee may bear financial liability for lost/damaged items.

- Repeated policy violations will result in disciplinary action.

8. Review & Acknowledgment

- This policy is reviewed and updated annually.

- A copy will be available on the company intranet.

- Each employee must read and sign an acknowledgment form within 7 days of joining.

- Ignorance of the policy will not be accepted as an excuse for violations.