IT POLICIES

{
 The term information technology was coined
by the Harvard Business Review, in order to
make a distinction between purpose-built
machines designed to perform a limited scope
of functions and general-purpose computing
machines that could be programmed for
various tasks.
 IT includes several layers of physical
equipment (hardware), virtualization and
management or automation tools, operating
systems and applications (software) used to
perform essential functions.

 User devices, peripherals and software, such as

laptops, smartphones or even recording
equipment, can be included in the IT domain.
 Business applications include databases
like SQL Server, transactional systems such as
real-time order entry, email servers
like Exchange, Web servers like
Apache, customer relationship
management and enterprise resource
planning systems.
 These applications execute programmed
instructions to manipulate, consolidate,
disperse or otherwise affect data for a business
purpose.
  All passwords used to access systems must be
kept secure and protected from unauthorized
use.
 No user account can be shared between
individuals
 Authorized users are responsible for the
security of their own passwords and accounts.

General IT Policies
 Do not transfer personally identifiable
information on portable equipment and storage
devices.
 All computers residing on the internal network,
whether owned by the employee or company,
shall be continually executing approved
virus‐scanning software with a current, up‐to‐
date virus database.
 Employees must use extreme caution when
opening e‐mail attachments received from
unknown senders.

 Off‐campus work should be completed via a

secure VPN connection so that no data is
transferred off‐network.
 Exporting software, technical information,
encryption software or technology, in violation
of international or regional export control laws,
is illegal.
 The appropriate management should be
consulted prior to export of any material that is
in question.
  Users should be aware that all
company‐owned equipment, network
infrastructure, and software applications are
the property of the company and therefore are
to be used for official use only.
 Also, all data residing on business owned
equipment is also the property of the business
and therefore, should be treated as such, and
protected from unauthorized access.

USE OF IT RESOURCES
AND DATA
MEDIA/PUBLIC
RELATIONS POLICY
{
 MEDIA

 Communication channels through which news, entertainment,

education, data, or promotional messages are disseminated.
 Media includes every broadcasting and narrowcasting medium such
as newspapers, magazines, TV, radio, billboards, direct mail,
telephone, fax, and internet(social media).
  Public relations (PR) is the way organisations,
companies and individuals communicate with
the public and media.
 A PR specialist communicates with the target
audience directly or indirectly through media
with an aim to create and maintain a positive
image and create a strong relationship with the
audience.

Public Relations
 Public relations policies can serve as a great
employee guide to ethical practices in dealing
with the public and those outside of your
organization.

 Just as important, it serves as a guide for your

organization’s leaders – in hectic times, you
may need to make snap decisions and having
documentation on agreed upon best practices
and procedures will prevent public errors and
ensure consistency across your organization.
 Examples include press releases, newsletters,
public appearances, etc. as well as utilization of
the internet.

 A PR specialist or firm helps them both create

and maintain a good reputation among both
the media and the customers by
communicating in their behalf and presenting
their products, services and the overall
operation in the best light possible.
  What information should you reveal and what
should you choose to keep confidential?
 Who can speak to the media and who cannot?
 If you are not present constantly then you may
want to ensure that only people with
knowledge of your business and experienced
employees are authorized to speak with the
media or do any other public relations.
 Not everyone will be in on your public
relations strategy so a good PR policy can help
ensure you message is consistent..

Public Relations Policies

 When money comes into play, ethics can go
out the door.
 While good public relations can play a role in
growing your business, unethical public
relations can not only bury your business but
also follow you in future endeavors.
 Lying should never be part of your public
relations policy.
 Sit down and ask yourself how you would react to a
certain policy if you were the customer?
 If you have any doubt about a policy then chances
are you’d be safer to call in an outside perspective.
 A good, but often unknown, public relations policy
to have in place from an ethics standpoint is not to
pay for media exposure. If it is discovered that you
paid for a certain amount of exposure your
credibility can be put in question and any progress
you made with that coverage can be lost.
 1. Take it to a neutral party
2. Talk to the reporter
3. Write a response(rebuttal)
4. Speak to the editor
5. Respond with statements only
6. Cut off all access
7. Use online and social media
RESPONDING TO A
NEGATIVE
NEWS/RUMOUR
  Employees need to know and adhere to the
[Company’s Code of Conduct, Employee
Handbook, and other company policies] when
using social media in reference to [Company].
 Employees should be aware of the effect their
actions may have on their images, as well as
[Company’s] image.
 The information that employees post or publish
may be public information for a long time.

SOCIAL MEDIA POLICY

 Employees should be aware that [Company]
may observe content and information made
available by employees through social media.
 Employees should use their best judgment in
posting material that is neither inappropriate
nor harmful to [Company], its employees, or
customers.
 Although not an exclusive list, some specific
examples of prohibited social media conduct
include posting commentary, content, or
images that are defamatory, vulgar, political
opinions, proprietary, harassing, defamatory, or
that can create a hostile work environment.
 Employees are not to publish, post or release
any information that is considered confidential
or not public.
 Social media networks, blogs and other types
of online content sometimes generate press and
media attention or legal questions. Employees
should refer these inquiries to authorized
[Company] spokespersons.
 If employees find encounter a situation while
using social media that threatens to become
antagonistic, employees should disengage from
the dialogue in a polite manner and seek the
advice of a supervisor.

 It is highly recommended that employees keep

[Company] related social media accounts
separate from personal accounts, if practical.
 Social media use shouldn't interfere with
employee’s responsibilities at [Company].
 [Company’s] computer systems are to be used
for business purposes only. When using
[Company’s] computer systems, use of social
media for business purposes is allowed (ex:
Facebook, Twitter, [Company] blogs and
LinkedIn), but personal use of social media
networks or personal blogging of online
content is discouraged and could result in
disciplinary action.