3.5 ICT Policies

Using the document I have provided you with answer these questions:

◦ What does an IT Policy do?◦ You could say that the IT Policy is divided in to two main sections, what are they?◦ What security issues are covered in the IT Policy?◦ According to this policy when will all the training take place?◦ Do you think training should take place at other times also and if so when?◦ What is a TNA?◦ Why are legal legislations mentioned in this policy?◦ In your opinion is this is a thorough ICT Policy?◦ What might you ad to the policy?

Highlight what you believe to be the most important parts of this policy

ICT policies outline how the ICT Strategy will be put into operation

ICT policies will tend to cover:◦ Training◦ Security◦ Procurement

It is important that policies are reviewed regularly to ensure that they still meet the objectives of the organisation

Many policies will be written into the employee’s contract of employment.

It will outline these policies and by signing the contract the employee is signing a legal agreement to comply with the policies.

The contract of employment will be backed up by disciplinary procedures

What would you do if you were in charge of writing this policy?◦ What would it cover?◦ How would you conduct the training?◦ When would you conduct the training?◦ Who monitors the training?

An ICT Training Policy will include a statement of who needs to be trained, what training they need and how this training will be delivered.

What would you do if you were in charge of writing this policy?

◦ What would it cover? Who needs to be trained Training needs for specific jobs What type of training to be used (e-learning, in-house, external courses, guest speakers etc.) Funding

◦ How would you conduct the training? Find out staff abilities (skills audit) Weigh up in-house vs external training

◦ When would you conduct the training? During Inductions (When someone new starts) When new hardware or software are introduced When/if new legislations are introduced New ventures within an organisation may generate training After appraisals As ongoing CPD

Who monitors the training HR Department

You have been asked to write the ICT Training Policy

Give an overview of 8-10 aspects it will cover1. Review the ICT skills gap for the organisation2. 3. 4. Build in time for an employee to consolidate newly acquired skills5. 6. 7. 8. 9. 10.

You have been asked to write the ICT Training Policy

Give an overview of 8-10 aspects it will cover1. Review the ICT skills gap for the organisation2. Review individuals training needs3. Encourage an atmosphere of on-going ICT learning4. Build in time for an employee to consolidate newly acquired skills5. Ensure training individual staff benefits all by asking them to pass on

information6. Consider training costs7. Ensure during induction training is given8. Take immediate steps to replace any valuable ICT skills of leaving

staff

Covers how an organisation intends to protect it’s assets

Should lay down procedures that employees must follow in order to protect its data and equipment from theft, misuse and unauthorised access

Organisations have the responsibility to maintain security measures so that they meet the requirements of the law

Should aim to cover the security and privacy of data

What’s the difference between security of data and privacy of data?◦ Security – making sure the data is correct, kept confidential and safe◦ Privacy – ensuring the data is not seen or accessed by anyone who is not

authorized to see it

MUST◦ Identify potential threats to data and manage these threats

◦ Allocate responsibilities for data security

◦ State what resources are needed to maintain security

◦ Lay down staff responsibilities in the prevention of misuse Steps that should be taken to provide protection against

viruses and physical security of computers

◦ Lay down disciplinary procedures for breaches of security

A security policy will tend to have the following included:◦ Introduction – states purpose of policy◦ Network Security – usernames and passwords (min/max length etc.)◦ Data Transfer – Internet usage, data encryption, firewalls◦ Change control and monitoring – security logs◦ Use of Laptops- rules on usage (personal/private), storage, etc.◦ Backup and Recovery – how backed up and recovered

IT is then important that all staff within an organisation are made aware of the security policy

How can this be done?◦ Induction◦ Training◦ Leaflets, fliers, posters◦ Bulletin boards (on company intranet)◦ Emails

Covers ways in which ICT hardware and software is obtained

A centralised policy will◦ ensure consistency and compatibility amongst all

systems◦ Provide possible discounts for bulk buys◦ Reduce costs of all hardware and software

maintenance and support if consistent

A timescale for replacement of hardware should be included

Communication and consultation with all departments is important, departments should feel involved with the decision process so as to be aware and to take ownership.

Consider the flexibility of the hardware and software, can be upgraded if requirements change or grow?

Consistency in hardware is ideal e.g. same model and make of laptops, desktops etc. will simplify maintenance

Consistency in software is similar e.g. same operating systems, generic software applications etc. would insure a consistent look and feel, ease maintenance, training and support.

However, certain departments may require specialist software, communication is important again

May also cover disposal of unwanted or obsolete equipment◦ Selling◦ Donating◦ Recycling