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IT Asset Policy

PostedJanuary 2, 2025
UpdatedJanuary 2, 2025
Bytechkatech

1. Purpose:

The purpose of this policy is to establish guidelines for the acquisition, allocation, usage, maintenance, and disposal of IT assets to ensure their efficient and secure utilization while protecting the company’s digital infrastructure.

2. Scope:

This policy applies to all employees, contractors, and third-party vendors who use IT assets owned or leased by Sunbeam Elastomers Pvt. Ltd.

3. Objectives:

  • a) To ensure proper allocation and accountability of IT assets.
  • b) To safeguard IT assets from misuse, loss, or theft.
  • c) To establish clear guidelines for the maintenance and disposal of IT assets.
  • d) To ensure compliance with cybersecurity and data protection standards.

4. Policy Guidelines:

Asset Acquisition:

  • a) IT assets will be procured through authorized vendors as per the company’s procurement policy.
  • b) All purchases must be approved by the IT Department and the authorized signatories.

Asset Allocation and Usage:

  • a) IT assets (e.g., laptops, desktops, software, servers, and peripherals) will be assigned based on job roles and requirements.
  • b) Allocated responsible department (Store Department) must make every employee clear about IT Asset Policy, Amount Recovery process and risk related to loss of asset.
  • c) IT assets must only be used for company-related activities. Personal use is permitted within reasonable limits and must comply with company policies.

Software Usage:

  • a) Only authorized software approved by the IT Department can be installed on company devices.
  • b) Employees are prohibited from installing unauthorized or pirated software.
  • c) Regular audits will be conducted to ensure compliance with software licensing agreements.

Maintenance and Support:

  • a) The IT Department will conduct periodic checks to ensure IT assets are functioning optimally.
  • b) Employees must report any technical issues or damage to the IT Department immediately.
  • c) Repairs and maintenance costs due to negligence or misuse will be borne by the employee or as discussed mutually with the accounts department.

Security and Data Protection:

  • a) Employees must follow company guidelines for password management, data encryption, and secure internet usage.
  • b) IT assets must not be used to access or share illegal, inappropriate, or sensitive content.
  • c) All devices must have company-approved antivirus software installed and updated regularly.

Asset Transfer and Return:

  • a) IT assets must be returned to the IT Department upon resignation, transfer, or end of the project.
  • b) Before reassignment, IT assets will be inspected, formatted, and reconfigured as needed.

Disposal of IT Assets:

  • a) Obsolete or damaged IT assets will be disposed of as per the company’s e-waste management guidelines.
  • b) The IT Department will ensure all data is securely wiped from devices before disposal.

5. Roles and Responsibilities:

IT Department:

  • a) Oversee procurement, maintenance, and security of IT assets.
  • b) Maintain an updated inventory of all IT assets.
  • c) Conduct regular audits and provide technical support.

Employees:

  • a) Use IT assets responsibly and report issues or loss immediately.
  • b) Adhere to all security guidelines and avoid unauthorized modifications.
  • c) Return IT assets promptly upon separation or role change.

6. Key Provisions:

  • a) Accountability: Employees are accountable for the assets allocated to them and must ensure their safekeeping and recovery will be done from employees based on the cost of loss and mutual understanding of the account and employees within an appropriate time frame.
  • b) Loss or Theft: Any loss or theft of IT assets must be reported to the IT Department and HR immediately. An FIR will be filed if required.
  • c) Audits: The IT Department will perform periodic audits to verify the physical and functional status of IT assets.

7. Review and Amendments:

This policy will be reviewed annually to ensure alignment with technological advancements and business requirements. Amendments will be recommended by the IT Department and approved by the Board of Directors.

Approval:

This IT Asset Policy has been approved by the Board of Directors of Sunbeam Elastomers Pvt. Ltd. on 1st January 2025.

This policy ensures the effective management, security, and accountability of IT assets at Sunbeam Elastomers Pvt. Ltd.

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