Eastern Software Systems
Document Title: IT POLICY
Document Number: ESS/HRD/FRM/003/00 Date: 31-01-2011
IT POLICY AT EASTERN SOFTWARE SYSTEMS (ESS)
ESS’s IT Policy is formulated within the Information Technology Act 2000 framework. A copy of the
Act is available at http://www.mit.gov.in/content/information-technology-act and with HR Department
for inspection and study. All staff members are required to familiarize themselves with
the provisions of this Act and ensure compliance with the same. This must be done
within 5 days of signing of this document, after which it will be assumed that the staff
member has read and understood the contents of the Act.
Throughout the document “Internet” means the commonly understood meaning and usage of the
word “internet” and “Intranet” means the company’s internal data and communications network
including the phone network.
1. Internet/Intranet and e-mail grant policy
ESS provides Internet/Intranet and/or e-mail access to its employees as and when it deems it
necessary. Internet/Intranet and/or e-mail access is determined by job requirements and is NOT a
part of employment benefits.
ESS’ management decision on whether an employee is entitled or not to Internet/Intranet and/or e-
mail access is final.
2. Internet and Intranet use policy
2.1 General principles
Company provided Internet/Intranet privileges, like computer systems and networks, are
company’s resources intended for business purposes. Use of Internet/intranet is subject to
monitoring for corporate security and/or network management and employees may further be
subject to limitations on their use of these resources.
It is possible that some employees may be allowed to access the internet through public internet
access points (internet cafes) or through notebook computers issued to them by direct dial up
access. Company uses its discretion to reimburse expenses related to such usage. Any official
exchange of information through the internet by means described above shall fall under the
category of official usage and the same rules that govern the official usage apply.
Employee Id:..……… Employee Name:……..………………… Signature…..……………… Date………..…….
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Eastern Software Systems
Document Title: IT POLICY
Document Number: ESS/HRD/FRM/003/00 Date: 31-01-2011
2.2 Conditions of use
The company reserves all rights to monitor and control the contents of the computer devices
being used by any employees.
Users shall not:
Use Internet/Intranet for any purpose other than official, authorized uses as required for
business purposes.
Use the Internet/Intranet for any illegal purpose. Legality of the usage is as defined under
The Information Technology Act 2000 and rules or regulations made thereunder.
Upload, download, make copies, extract any data or otherwise transmit commercial software,
data or any copyrighted materials belonging to parties outside the company or to the
company itself.
Provide assistance to any person within or outside the company to access any computer or
network or internet to view, upload, download or transmit data or software in the
contravention of the Information Technology Act or rules and regulations made thereunder.
Visit Internet sites that contain illegal, obscene or hateful content which is objectionable and
inappropriate for the workplace. Neither shall users send or receive material that is obscene
or defamatory or which is intended to annoy, harass or intimidate another person or assist
any person to do such acts.
Introduce computer containment, computer virus or disable Anti Virus Download Scan.
Following are banned in all their forms:
Tampering with Computer Source Documents or assisting any other person to tamper,
destroy or alter the same.
Hacking
Publishing, transmitting or publishing of information which is obscene in electronic form
Damaging or causing disruption of any computer, computer network, data, programs or
software.
3. E-mail use policy
3.1 General principles
Correspondence via e-mail is not guaranteed to be private.
Use of e-mail may be subject to monitoring for security and/or network management reasons.
Users may be subject to limitations on their use of such resources.
3.2 All emails must end with the following disclaimer
This electronic mail transmission contains confidential information intended only for the person(s)
named. Any use, distribution, copying or disclosure by any other person is strictly prohibited. If
you received this transmission in error, please notify the sender by reply e-mail and then destroy
the message. Opinions, conclusions, and other information in this message that do not relate to
the official business of Eastern Software Systems Pvt. Ltd. shall understood to be neither given
nor endorsed by Eastern Software Systems Pvt. Ltd. When addressed to Eastern Software
Systems Pvt. Ltd. clients, any information contained in this e-mail is subject to the terms and
conditions in the governing client contract.
Employee Id:..……… Employee Name:……..………………… Signature…..……………… Date………..…….
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Eastern Software Systems
Document Title: IT POLICY
Document Number: ESS/HRD/FRM/003/00 Date: 31-01-2011
3.3 Conditions of use
Users shall not:
Spend an unreasonable amount of time on personal e-mail.
Use e-mail for any illegal purpose. Legality of the usage is as defined under the Information
Technology Act 2000 and rules or regulations made thereunder.
Send any company-wide message of any nature including virus alerts. Any information which
needs company wide dissemination for the welfare of the organization at large needs to be
communicated to System Administration department for verification. System Administration
department will make sure that necessary precautions are taken.
Make or post indecent remarks, proposals or materials or assist anyone to do such acts.
Make copies or transmit commercial software, data or any copyrighted materials belonging to
parties outside of the company or to the company itself.
Reveal or publicize confidential or proprietary information which includes, but is not limited to:
financial information, new business and product ideas, marketing strategies and plans,
databases and information contained therein, customer lists, technical product information,
computer /network access codes and business relationships.
The above terms specify Eastern Software Systems Pvt. Ltd. policy on Internet, Intranet and email
usage. Any employee who contravenes the above policies does so at his or her own personal risk.
Eastern Software Systems Pvt. Ltd. reserves the right to prosecute such contravention to the
maximum extent possible under the Law, including civil and criminal prosecution.
I agree to all the above, and shall abide by the same.
(Signature of Staff Member)
Date :
Place :
Employee Id:..……… Employee Name:……..………………… Signature…..……………… Date………..…….
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