Communication and IT Policy

1.1 Open Door Policy

<<Company Name>> strongly supports an open door policy. You are encouraged to air creative ideas,
issues, or concerns. Feel free to ask for what you need. It is your responsibility to ask about things you do
not know or understand, as well as to make suggestions that could improve any part of the company or
its operations.

The best way to do this is through open discussions with your manager or any member of management.
The important thing is that you speak to someone who can answer your questions or help correct
problem situations.

While you may not always get the answer you want, every effort will be made to provide a response
quickly. Management will keep you informed as to company progress and those items that may affect you.

In any organization, problems or differences of opinion over work matters may occasionally arise
between you and your manager, fellow employees, or the company in general. We encourage you to bring
any problems you might have to your immediate manager first. If he or she is unable to resolve the
problem to your satisfaction, we ask that you discuss it with the next level of management.

Occasionally, you may have a problem or question that you feel uncomfortable discussing with your
immediate manager. In that case, you may take your problem or question directly to the next level of
management. Or, you may choose to contact the Human Resource Head at any time. All <<Company
Name>> managers observe an open door policy.

This open door policy is designed to resolve problems quickly and fairly and is based on the following
principles:

 We encourage you to bring problems and questions to the company’s attention.

 The problem will be thoroughly discussed and evaluated.
 Appropriate corrections to resolve the problem will be made.
 There will be no retaliation against you for exploring any questions or problems you might have.

1.2 Internet

Internet usage is critical to our business; hence all offices are Internet enabled. However this has to be
used judiciously. Viewing of any pornography/sexually explicit material/racially or religiously sensitive
material on office machines is completely unacceptable. Any individual found indulging in such activity
would face stringent action including but not limited to termination of services.

1.3 Usage of Mobile Phones

Reimbursement of mobile phone expenditure will be provided depending on the nature of project. The
quantum of reimbursement is pre decided. Any extras over the approved amount will be borne by the
concerned employee, unless special approval has been obtained from senior management. The purpose of
usage of mobile is to be available and connected at all times

1.4 Usage of External Disk Drives

You are requested to scan and check for viruses in floppy /CD/Pen Drive, before actual usage. If any
virus is found in the same, should be immediately informed to the nearest local system administrator, to
prevent any possible loss/corruption of data. You are also suggested to inform your manager before
taking any data in external disk (Floppy/CD/Pen Drive) from your personal computer.

1.5 Computer Compliance

You are expected to notify any problem in your computer, to your system administrator. Based on the
nature of problem your system administrator will rectify the problem at minimum breakdown time. If you
need any standby arrangements to be made, you can contact your team leader. You are advised to take
regular back up of your data and important files

1.6 Email

An official email account is provided to you. You will use the same for all official correspondence. Please
refrain from using the account for personal correspondence. It is also necessary that any email sent by
you to your colleagues should NOT contain the following–

 Sexually explicit content

 Any content that can hurt the religious / geographic sentiments of an individual
 Un-parliamentary language

If you are sending any attachment using your personal email id should also be in knowledge of your
manager.

As per mailing policy users can’t forward their <<Company Name>> Id’s mails to any other mail ID.

In case this is required as per the profile you are handling, then please get in touch with IT team. Such
requirement should come along with approval from respective division Project Manager.

The company has the following distribution lists, which include employees of relevant projects/locations.
Please use distribution lists as prescribed only.

Distribution List Id Example – Recipient, Usage Norms

Distribution Alias / type Consists of: Usage

<<Company All employees of Important Official communication
Name>>@<<Company <<Company Name>> concerning all <<Company Name>>
Name>>.com
projectname@<<Company All employees of the Important Official communication
Name>>.com particular project concerning all project members.
e.g. intel@<<Company
Name>>.com
branch@<<Company All employees of the Important Official communication
Name>>.com particular branch concerning all branch members.
e.g. delhi@<<Company
Name>>.com ,
chennai@<<Company
Name>>.com
function@<<Company All employees of a Important Official communication
Name>>.com particular function concerning members of a particular
e.g. hrd@<<Company function.
Name>>.com ,
admin@<<Company
Name>>.com ,
pm@<<Company
Name>>.com ,

1.6.1 E-mail Etiquette

Electronic mail, or e-mail, provides an easy-to-use, efficient means of communicating with other
employees. The following guidelines for preparing and sending e-mail are designed to ensure that each
employee uses the e-mail system in a similar manner

 The <<Company Name>> internal e-mail system should not be used as a forum for political,
religious or other debates, or as a form of entertainment (for example, chain letters). Use of e-mail
should be limited to <<Company Name>> business or to arrange group employee events. All e-mail
group aliases (a predefined group of users) must be for <<Company Name>> business or employee
activity groups only.
 “The e-mail and Internet access may not be used for transmitting, retrieving or storage of any
communications of a discriminatory or harassing nature or materials that are obscene. Harassment of
any kind is prohibited. No messages with derogatory or inflammatory remarks about an individual's
race, age, disability, religion, national origin, physical attributes or sexual preference will be
transmitted. No excessively abusive, profane or offensive language is to be transmitted through the
Company's e-mail or Internet system. Electronic media may also not be used for any other purpose
that is illegal or against Company policy or contrary to the Company's best interests.
 Solicitation of non-Company business, or any use of the Company e-mail or Internet for personal
gain, is prohibited”)
 When writing e-mails, keep your message as brief and to the point as possible.
 Make sure the subject line of your message provides a brief, clear description of the contents of the
message.
 Make sure you know who your E-mail is being sent to before sending it. If you are sending to a group
alias, think whether every member of the group needs to read your message (you can see who all the
members are by bringing it up in the address book and selecting Details).
 Be selective when forwarding or replying to an e-mail message. Think who really needs to see the
message; forward it only to those who need the information.
 Keep your mailbox as small as possible. Delete messages from your box after you have read or filed
them. File only those messages that really need to be recorded.
 Don’t send following at <<Company Name>> All i.e. <<Company Name>>@<<Company
Name>>.com. Restrict following to concern persons only
 Any change in your contact number & Address
 Birthday wishes or reply to Birthday wishes
 Excect for PM & Above, Do not send leave, out of office mails .
 No jokes, wishes of any kind and any other such type of mails.

Also please note:

(i) Check the size of your attachment. If your file is large (above 1 MB ), don’t just attach it to
your mail, compress it using suitable tool before sending.
(ii) Be aware that many people get more than 50 e-mails a day, so each additional message adds
to their workload
(iii) Change your password before it expires on you.

Electronic mail is becoming commonplace. This opportunity for communication and information
sharing is exciting. It is important that <<Company Name>> employees as well as interns, contractors,
and temporary employees realize that we are all driving "company owned cars" on the digital highway.
Our computers, software, phones and the corporate networks connecting us to external resources are
<<Company Name>> assets. <<Company Name>> may audit, access and, if necessary, disclose any
transaction such as phone usage, voice mail, and e-mail messages.

The protection of the company's reputation and intellectual assets is a critical responsibility for all
employees and contractors. Violations of company policy could lead to legal action and/or termination
of employment.

Equipment, systems, services and software on <<Company Name>>’s corporate networks are to be
used primarily for business purposes. Common sense and good judgment should guide secondary usage.
Users should always disclose their identity, and on external networks users should also declare their
affiliation with <<Company Name>>. In particular, a user should not engage in an external discussion
about <<Company Name>> unless their affiliation with <<Company Name>> has been disclosed.

You cannot use your corporate e-mail account without, at the very least, implicitly representing
<<Company Name>>. Therefore should you wish to engage in a time consuming, controversial or
private topic, you need to do so on your own time with your own account and equipment.

*Misuse of e-mail, e-mail forgery and/or tampering with the <<Company Name>> e-mail and
newsgroup system is a violation of company policy. Examples include: intentional impersonation and/or
misrepresentation; modifying a message and forwarding without noting the changes (i.e. deletions,
removal of recipients, modify content, etc.); fabricating a message and/or sender of a message; bypassing
the user-security mechanisms of the mail system in a malicious manner (such as creating bogus accounts);
modifying the internal mail transport mechanism to forge a routing path that a message takes through the
Internet; forwarding company sensitive information to external sources; participating in e-mail "chain
letters"; knowingly burdening corporate network bandwidth with non-business critical data (such as
forwarding large graphics to a distribution list).

*The newsgroups and other Internet resources contain sections of information which some may find
offensive. <<Company Name>> policy prohibits the broadcast of pornographic or otherwise offensive
material across <<Company Name>> owned computer and phone networks. Company policies prohibit
the distribution or storage of offensive material on company owned assets. As a general rule, the
standards that apply to e-mail are the same as the one’s that apply to postings on the outside of your
office door.

You alone are responsible for the content of all text, audio or images that they place or send over the
Company's e-mail and Internet system. No e-mail or other electronic communications may be sent that
hides the identity of the sender or represents the sender as someone else or someone from another
company. All messages communicated on the Company's e-mail and Internet system should contain your
name.

Any messages or information sent by you to another individual outside <<Company Name>> via an
electronic network (e.g., bulletin board, online service or Internet) are statements that reflect on
<<Company Name>>. While some users include personal "disclaimers" in electronic messages, there is
still a connection to <<Company Name>>, and the statements may legally be tied to <<Company
Name>>. Therefore, we require that all communications sent by you via <<Company Name>>'s e-mail
and Internet system comply with all <<Company Name>> policies and not disclose any confidential or
proprietary Company information.

1.6.2 Company Access to Information

E-mail and its contents, as well as any other data stored on or transmitted by <<Company Name>>-
owned equipment, are the property of <<Company Name>>. The company may access this data under
legal requirements; accordingly, the privacy of e-mail, voice mail and similar data cannot be guaranteed.
<<Company Name>> reserves the right to examine the content of communications over the Internet,
whether in email, chat, or any other medium when sent or received using <<Company Name>>’s
systems. It is the intention of <<Company Name>> to monitor the existence of the traffic being
generated Additionally, because of the vulnerability companies have towards litigation over inappropriate
conduct in the workplace environment, it is the your responsibility to ensure that the Company resources
are not being used to support inappropriate activities.
1.7 Software

To prevent computer viruses from being transmitted through the <<Company Name>>'s e-mail and
Internet system, there will be no unauthorized downloading of any unauthorized software. All software
downloaded must be registered to <<Company Name>>. You should contact Human Resources if you
have any questions in this regard.

1.7.1 Copying Software

The unauthorized duplication and use of third-party copyrighted software and/or documentation by
<<Company Name>> employees is a violation of the copyright law. Violation of copyright laws can
subject employees and <<Company Name>> to liability for significant civil and criminal penalties.

The following practices, unless granted by a specific license, are among those prohibited by this policy:

 Making additional copies of third-party software products for your use on other computers.
 Making copies of software for friends or associates.
 Distributing software over a network.
 Providing copies of software to bulletin board services

1.7.2 Copyright Issues

Employees on <<Company Name>>’s e-mail and Internet system may not transmit copyrighted
materials belonging to entities other than <<Company Name>>. Please note that non-adherence to this
policy puts <<Company Name>> in serious legal jeopardy and opens the Company up to significant
lawsuits and public embarrassment. All Employees obtaining access to other companies' or individuals'
materials must respect all copyrights and may not copy, retrieve, modify or forward copyrighted materials,
except with permission. Failure to observe copyright or license agreements may result in disciplinary
action up to and including termination. Any questions about any of these legal issues should be addressed
to Human Resources before proceeding)

1.8 Concern Escalation

Any concern issue related to work or work environment should be brought into the knowledge of the
concerned functionary via email. Such issues shall receive appropriate feedback/solution within a period
of 3 working days. A further period of 2 working days shall be given in case of ongoing priority, though
you may send Reminder - 1 to him. In case the issues are still not addressed, you may send Reminder - II
to the concerned marking a cc (copy) to his/her manager, who will further look after the matter. Please
refer the List of Concerned Person for email ids. The current escalation process for the Accounts ,
Administration and HR division:

<<Company Name>> Employee Care Center :

You can contact Executive – Employee Relationship at hrhelpdesk@<<Company Name>>.com or

011-32420861 for all sort of queries related to reimbursement, HR, salary, tour and travel claims. Each
query that you send will be tracked till closure.
1.8 Online Grievance & Suggestion System

This system would help us keep track of all Grievances and enhance our ability to take corrective &
preventive actions against the same. You are requested to start using the same where ever you find your
issues are not being resolved effectively.

Key Features:

1. It’s a web based application hence all our employees, even located in remote locations can access
& utilize the same.
2. This application would be a very important tool for us to monitor grievance & if required
intervene to get the matter resolved.
3. The analysis of the same would also be an important indicator of level of employee satisfaction.
4. We would also be able to measure the response time & ability of the respondent to resolve
problems & issues.
5. One of the very important feature of the tool, is the fact that employee can freely give their
suggestions.
6. All suggestions given would be stored & later evaluated by “ Panel of Managers” - This ensures
we are able to capture all good thoughts ( Very imp for a growing organization like us )

You are requested to go through the application in detailed manner. Your inputs would be very important
for us to make the system even more comprehensive (without complicating it further). To access the site,
you are requested to visit the mentioned below site. Your user name would be your <<Company
Name>> mail id (Password – temp ). You are requested to change the password immediately after the
first login. This will start being functional from 14th of August’08. Hence from that date onwards, we
would expect you to log in and submit your grievance and/ suggestions through this application (only) for
faster resolution, and preferably avoid phone or separate mails.

For any log in related issues, please contact Technology Services as mentioned in the log in page.