Acceptable IT Usage Policy

Acceptable IT Usage Policy
Capgemini India

The information contained within this document is the property of CAPGEMINI INDIA and is issued in confidence and must not be reproduced in whole or in part.

Acceptable IT Usage Policy

Document Control Revision History Date Version 8th June 2004 ISMS-Annex04/1.0 1.1

Author C. Rai – ISMS Manager C. Rai – ISMS Manager

Description FIRST RELEASE Second Release – Revision of earlier release to adapt QMS guidelines on document controls and classification standard Control 3.9 – “network” was replaced with “network server” Addition of control 3.19 “Network access to temporary staff and visitors” under section 3 Addition of SECTION 8 “Mobile computing and Teleworking Policy” SECOND RELEASE Changes in software copyright compliance, Internet policy, maintaining information security, password policy. THIRD RELEASE Addition of acceptable use policy on Data Card / GPRS / Blackberry

15th Jan 05

28th Jan 05

1.2

C. Rai – ISMS Manager

12th Feb 05

1.3

CRAI – ISMS Manager

3rd March 05

2.0

CRAI – ISMS Manager Chandrashekhar Moharir – ISMS Team

27th September 2.1 05

4th Oct 06 18th 08

3.0

Cmoharir- ISMS team Dmalli- ISMS Team

September 3.1

19th September 3.1 09 22nd April 2010 3.2
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Kamal Seepana- ISMS No changes Team Daksha Malli Policy Revision
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Acceptable IT Usage Policy

28th June 2011

3.3

Rudraksha Chodankar

Edited the controls 2.4, 2.5, 2.6, 2.7, 2.10 and 2.11 under maintaining information security, 4.1 and 4.2 under clear desk and clear screen policy. Removed the controls 5.2 and 5.7 under system password usage policy. Minor changes to section 3, 6, 7 and 8. Section 9.5 changed

Distribution Name Capgemini India Capgemini India Capgemini India Capgemini India Capgemini India Capgemini India

Title NA NA NA NA NA NA

Document Version ISMS- Annex-04/1.0 2.0 3.0 3.1 3.2 3.3

Date 8th June 04 3rd Mar 05 13th Nov 06 18th Sept 08 20th Aug 10 15th Jul 11

Reviewed & Approved By Name Title Document Version Section Date 7th June 04, 10th Jan 05, 20th Jan 05, 12th March 05, 1st December 05, 16th Oct 06 12th March 05 25th Nov 05, 9th Oct 06 18th September 08
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Mr. Amisagadda AD – ITICS Seshaiah

ISMS- Annex- All 04/1.0, 1.1, 1.2, 1.3, 2.0,2.1,3.0 All ALL All

Mr. Atul Srivastava Nilesh Burghate Mithilesh Singh
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Director – 1.3 PRM Manager – 2.1,3.0 ISMS Manager3.1

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Acceptable IT Usage Policy

Sudarshan Singh Mithilesh Singh

Sudarshan Singh Sudarshan Singh

ISMS AD-ISMS Information Security Officer Head – ISMS Director – ISMS

3.1 3.2

All All

18th September 08 23rd September 2010 20th Aug 2010 15th Jul 2011

3.2 3.3

All All

Process conformance Standard / Model ISO 27001:2005 Clause / Section / (Key) Process Area Clause A.7, A.8, A.9, A.6 Control Objective A7.3, A.8.7, A.9.3, A.6.3

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Acceptable IT Usage Policy

TABLE OF CONTENTS 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. Document Purpose & Compliance ................................................................... 6 Maintaining Information Security .................................................................... 7 Copyright Compliance..................................................................................... 9 Clear Desk & Clear Screen Policy ................................................................... 11 System Password Usage Policy ...................................................................... 11 E-MAIL – Acceptable Usage ........................................................................... 13 Internet Usage Policy .................................................................................... 15 Data Backup and Restore Policy .................................................................... 16 Mobile & Tele-working Policy........................................................................ 17 Policy on Data Card / GPRS /Blackberry usage ................................................ 17 Social Networking and Social Media Sites Policy ............................................. 18 Reporting of security incident: ...................................................................... 20 Implication of Non-compliance:..................................................................... 20

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Acceptable IT Usage Policy

1.

Document Purpose & Compliance
This “Acceptable IT Usage Policy” is an annexure of the Acceptable IT Usage Policy, compliance to the terms of this document and the ISMS Policy Manual is mandatory. All terms not specifically defined in this Policy but defined in the ISMS Policy Manual shall be deemed to have the same meaning as those defined in the ISMS Policy Manual. Users are requested to consider both documents carefully.

This Policy has been issued with the authority of the Chief Information Security Officer of Capgemini India and compliance with its principles is mandatory for all internal, external and authorized third party users accessing any computing facilities owned or operated by Capgemini India. The Policy applies to all computer Users accessing any Information Systems owned and/ or operated by Capgemini India. Its application extends to the use of all such equipment involved in information processing wherever suited. As stated in the ISMS Policy Manual, all references to “Capgemini India” or “Organization” shall be deemed to refer to “Capgemini India Pvt. Ltd.”; it’s Successors in title, and to any subsidiary or other organization, which it wholly or partly controls. The purpose of the policy is to protect the information assets owned and used by the Capgemini India from all threats, whether internal or external, deliberate or accidental and to meet all regulatory and legislative requirements, including but not limited to those relating to: INFORMATION TECHNOLOGY ACT, 2000 COPYRIGHT ACT, 1957 This document forms part of the Organization’s initiative to achieve compliance with ISO 27001:2005. Any actual or suspected breaches of these guidelines or the provisions of the ISMS Policy Manual within, or affecting, the Capgemini India’s systems will be thoroughly investigated by the Capgemini India’s ITICS
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Acceptable IT Usage Policy

department. Disciplinary action may be taken which may lead to dismissal in a manner provided in the HR policies. Any action taken internally does not preclude prosecution under relevant laws. In the event of an issue arising from an interpretation of this guideline document, it will be resolved by ISMS Team. This policy document shall be published on the Organization’s Intranet or central repository accessible to all the employees of Capgemini India.

2.

Maintaining Information Security
Capgemini India has procedures and tools in place to deal with malware theft of hardware and software, unauthorized access of data and the maintenance of system security.

2.1 Maintaining Information Security within the local working environment is individual’s responsibility. Individual employee shall understand the security requirement within their functional working domain and strive to protect business information with highest priority. In any case of conflict understanding or loss of understanding, the same should be consulted with ISMS team. 2.2 Employees will not disclose information relating to the Organization’s IT facilities, to anyone outside the Organization without the Organization’s express permission. Any telephone canvassing by outsider for information should be passed directly to an immediate manager or ISMS team. 2.3 Computers logged on to the network should never be left unattended. 2.4 Users are to ensure that their computers are secured from un-authorized access. Any compromise of system security found to be originating from a particular users computer will be traced to the User and he/she will be held responsible for such un-authorized violation. 2.5 It is a criminal offence under the Information Technology Act (Amended) 2008 to deliberately attempt to access a system to which you have no authority
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Acceptable IT Usage Policy

2.6 ISMS team has right to monitor all systems and all authorised and unauthorized attempts at accessing systems 2.7 Project related data must be saved on a network drive provided to every user. The personal data can be stored on local hard disk but responsibility of the data lies with the end user. The only circumstances where Project related data may be saved to the hard disk, is when a laptop is being taken to a site where the Organization’s network is inaccessible and data is required for business purposes. However the end user will be responsible for safekeeping and security of the data stored on his/her laptop. 2.8 The responsibility of all data on the network server lies with ITICS, who will ensure that regular backups are performed and stored off site. Data stored on desktop or local workstation shall not be backed up as regular practice. ITICS shall not be liable for any loss of data from local workstations, hence it is recommended to the computer users to store all business critical data on central storage facility provided by ITICS. 2.9 Users will assist ITICS department in creating, maintaining and updating backups of their data ( Now we don’t own this procedure) Laptop shall not be left unattended in any public location 2.10 All data taken out of the Organization network, for valid business purpose and with appropriate approval, shall be the responsibility of the user and the user may be held liable for any theft or loss of the data. 2.11 Only members of ITICS department are permitted to move any IT equipment, within an office or to another site. User should not themselves move any IT equipment allocated to them at their original working place .The following may not be installed or configured on any computer other than by ITICS department (a) peripheral devices of any kind (digital cameras, PDA’s, modems, etc.) and (b) removable media devices including CD writers, tape backup, floppy drives, memory sticks, flash cards, USB memory and other devices. The aforementioned list is not exhaustive and includes all other removable memory and media devices.
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Acceptable IT Usage Policy

2.12 Disposal of IT equipment will be arranged by ITICS with due regard to legal (software compliance) and environmental issues, ensuring that the appropriate hardware and software registers are updated. 2.13 No user shall disable or disrupt the working of any security controls ( Antimalware , GPO , Patch ) put by ITICS 2.14 Capgemini India has deployed encryption solution on all of its laptops, in order to safeguard information stored on laptops. It is the user’s responsibility to inform ITICS / ISMS if his/her laptop is not encrypted. 2.15 No cloud services (drop box /sync) is to be used for Capgemini information, unless and until the same has been approved by ITICS. 2.16 No user shall setup wireless infrastructure or create adhoc network without approval by ITICS.

3.

Copyright Compliance

3.1 Copyright law, which governs the use of intellectual property, including software, is very straightforward – it is illegal to copy or reverse engineer any software unless expressly permitted by the copyright holder. The Organization may face civil and criminal prosecution as consequences of illegal usage of software legitimate copies of software shall be promptly provided to all Users who need it by ITICS, subject to the necessary authorization having been obtained. 3.2 Users of Capgemini India will not make any copies of any software under any circumstances without explicit written permission of the ITICS. 3.3 Organization will not tolerate the use of unauthorized copies of software. Any User illegally reproducing software or using software that is found to have been illegally reproduced may be subject to legal action including all applicable civil and criminal penalties, in addition to the Organization’s disciplinary procedure as established in the HR manual.

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3.4 No User will give any Organization software to any outsiders, including clients and customers unless authorized in writing by ITICS. 3.5 Any User who determines that there may be a misuse of software within the organization shall notify IT Helpdesk and ISMS team. 3.6 All software must be purchased through ITICS department, who will install the software on the relevant computers or servers. This includes any upgrades to existing applications. 3.7 Users are not permitted to bring software from home, and install it on to any systems of Capgemini India 3.8 The loading of third party applications, games, peer-to-peer file sharing software, freeware, download of bandwidth intensive audio/video files, Chat software other than for business and official use is strictly prohibited. 3.9 All software, information, programs and code developed for and/or on behalf of Capgemini India or with the use of computers and other applications which are the property of Capgemini India by employees/contractor shall remain property of or considered property of the Organization or the client for whom the software was developed at the sole discretion of Capgemini India. Duplication or sale of such software without the prior consent of Capgemini India will be an infringement of the Capgemini India’s copyright and will be dealt with as a disciplinary matter. 3.10 User are not allowed to install software, which is in Blacklisted Software ( Please Refer Blacklisted Software v.1.0) 3.11 No user should be installing any virtual instance of any of the workstation or server without proper approval and authorization from ITICS

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Acceptable IT Usage Policy

4.

Clear Desk & Clear Screen Policy

4.1 Each User should maintain CLEAR DESK policy at his/her working place. No printed documents or soft media (CD/DVD/Floppy) classified as Company confidential, Customer confidential or Sensitive information should be kept in public view or open desk while not at work. ( whether this is in tune of new classification scheme) 4.2 All Classified “Company confidential”, “Customer confidential” or “Sensitive information” papers should be shredded before disposal; classified documents including customer-supplied documents shall be kept under lock and key. 4.3 Computer users shall ensure that they lock their computer screen with password before leaving the work desk to avoid unauthorized viewing or access of computer data.

5.

System Password Usage Policy

5.1 All computer Users are given a username and password; these are unique and must not be shared with any other User, third party or Outsider. Passwords should not be written down .The User should ensure that system access passwords given to them by customer should be used in conformity with customer password usage policy and guidelines. At minimum, these passwords shall not be shared with other users within or outside the team until and unless explicit permission is obtained from customer and immediate manager. Such permission should be kept in record and available for audit purpose. 5.2 All project related servers including database whether in test function or production environment, should be configured with unique user id and password. 5.3 Here is a list of "don’ts":  Do not use the same password for internal system’s account (domain account) as for other non-Capgemini India access (customer provided system
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Acceptable IT Usage Policy

account and password) Where possible, do not use the same password for different system access needs.  Do not share your user id and passwords with anyone, including team members. All passwords are to be treated as sensitive and, confidential organization’s information. Do not reveal a password to anyone in any means not limited to phone, email, fax, etc. Do not hint at the format of a password (e.g., "my family name"). Do not reveal a password on questionnaires or security forms. If someone demands a password, refer him or her to this document or have him or her call the ITICS. Do not use the "Remember Password" feature of applications (e.g., Outlook, public email systems, etc). User should not enable “Auto Form Fill” feature of the web browser. These features are vulnerable as they cache the sensitive information on the local machine, if compromised these information can be easily accessed by the unauthorized person User must not disclose their personnel password such as internet banking, ecommerce etc to any unauthentic source requesting password through email, phone or other form. This may be HOAX and an attempt to steal your password and account details. Get it confirm with authentic source before acting. Never use other person’s workstations to access sensitive applications, customer database, internet banking, e-commerce, etc as far as possible. There is a strong possibility that there may be KEYLOGGER or other SPYWARE programs running in stealth mode to capture your account detail and password. Always use your own system.
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Acceptable IT Usage Policy

5.4 If an account or password is suspected to have been compromised, report the incident to ISMS team (isms.in@capgemini.com or ITICS helpdesk on 7744 and immediately change all passwords

6.

E-MAIL – Acceptable Usage

6.1 The company provides its own e-mail system to assist employees in the performance of their jobs. Its use should be limited to official company business. However, occasional use of e-mail for personal reasons is permitted by the organization, with the understanding that personal message will be treated the same as business messages and is subject to review. 6.2 Personal use of the e-mail system (web mail) should never affect the normal traffic flow of business related e-mail. Capgemini India reserves the right to purge identifiable personal e-mail to preserve the integrity of the e-mail systems. Users are allowed to access their personal emails from 1pm to 3pm and 10pm to 1am. 6.3 No User will use the Organization’s e-mail system in any way that may be interpreted as insulting, disruptive or offensive by any other person, or company, or which may be harmful to organization ethics. This includes forwarding any received e-mail, sending mass mailing emails for personal reasons, etc Examples of prohibited material and prohibited use of Organization email include:       Sexually explicit messages, images, cartoons, or jokes; Unwelcome propositions, requests for dates, or love letters; Profanity, obscenity, slander, or libel; Ethnic, religious, or racial slurs; Political beliefs or commentary; Other communications which may directly or indirectly result in; - Copyright infringement
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Acceptable IT Usage Policy

- Disclosure of confidential information - Transmission of computer viruses - A breach of any law - The security of the Organization’s IT system being compromised or expose the Organization to any liability;

Alternatively, any other message that could be constructed as harassment or disparagement of others based on their sex, race, sexual orientation, age, national origin, disability, or religious or political beliefs. 6.4 All e-mail sent or received are logged and stored for future reference. These emails may be opened and read by a duly authorized officer of the company. 6.5 The forwarding of chain letters is strictly forbidden. This includes those purporting to be for charity or other good causes as well as those promising wealth or other personal gain. In addition, virus warning comes under the same inclusion; the majority of these are false, if you wish to check the truth of these messages, talk to ISMS but do not under any circumstances forward these messages to anyone inside or outside the organization. 6.6 No messages of any kind will be sent to multiple external destinations. This may be considered as ‘spamming’, in all messages, it should be remembered that email is not a secure form of communication. The sent messages will pass over networks owned by other entities. If the content of the message can create problems for the Capgemini India on content being known, a more secure method should be used by the User. The same can be consulted with ISMS team. Users will ensure that all outgoing e-mail contains the standard organization disclaimer. 6.7 The User logged in at a computer shall be considered the author of any messages sent from that computer. Users must log-out from or lock their computer, if away from your desk. Under no circumstances you should send e-mail form a computer that you have not logged into.
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6.8 E-Mail addresses should not be unnecessarily disclosed. If the user provides his/her work address when filling in surveys or to other questionnaires, user will be at risk of receiving unwanted junk messages. 6.9 The user shall not subscribe to e-mail lists, which are not in organization’s interest... 6.10 The User should not open attachments to e-mail messages unless they are expecting them or the emails are coming from known source, and even then should exercise extreme caution when doing so. 6.11 The facility to automatically forward e-mails will not be used to forward messages to personal e-mail accounts. Capgemini India provides a number of solutions for accessing the Capgemini India’s e-mail system when away from the office.

7.

Internet Usage Policy

7.1 Capgemini India will provide access to the Internet to all users to assist them in the performance of their jobs. 7.2 No messages will be posted on any Internet message board or other similar web based service or any social networking sites that would bring the organization into disrepute, or which a reasonable person would consider offensive or abusive. The list of prohibited material is the same as those for e-mail. Even though Users may not leave their name, other identification method exists, including the address of the computer they are using, which may still allow others to locate the organization that the User belongs to, and the particular computer used to post a message. The user shall not engage in any illegal activities using the Internet. The system may not be used for personal financial gain, nor will user host a web site on any company’s equipment without formal authorization from ITICS.

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Acceptable IT Usage Policy

7.3 The user must not participate in on-line games or have active any web channel that broadcasts frequent updates on user’s computer, such as the news broadcasts, match scores, etc. 7.4 The user will not visit Web sites that display material of a pornographic nature, or which contain material that may be considered offensive. 7.5 The person logged in at a computer will be considered the person browsing the Internet. It is the responsibility of user to logout from or locks their computers. 7.6 For communication with external clients , the usage of the following Instant Messaging systems are allowed: a. Yahoo messenger b. AOL c. MSN d. Web based GTALK However file transfers and webcam facilities on these messengers are blocked. 7.7 Capgemini India monitors and logs all internet accesses by individuals and reserves the right to access and report on this information.

8.

Data Backup and Restore Policy

8.1 Computer users are required to save all business related data on central file server. For security measures and safety of data, User should not keep sensitive business data on local workstation. Such data should be stored on central file server only.

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Acceptable IT Usage Policy

8.2 ITICS is not responsible to take any backup of data on user workstations and laptops. 8.3 If user builds a new server as part of project requirement, the data backup requirement of that server should be mentioned in the respective Server Planning Document.

9.

Mobile & Tele-working Policy

9.1 All employees who are allotted mobile computers (Laptop, Smartphone s, etc) by ITICS department or their respective project should ensure the data safety during travel or off-site work. 9.2 Connecting to Organization’s network from remote location shall only be allowed through pre-defined authentication and authorization mechanism established by ITICS. 9.3 User should not attempt to dial-in or connect to Internet using data card when they are connected to Capgemini network. 9.4 Employee shall ensure that while accepting visitor within the company premise, they should help the visitor declare any information materials such as laptop, CD, Floppy media be declared at the security desk. 9.5 Laptops shall not be left on the desk or in the work area overnight. Employee shall not left laptop unattended in cars, in public area like airport and hotel lounge. Laptop shall not be checked-in as baggage

10.
10.1

Policy on Data Card / GPRS /Blackberry usage
Depending upon work responsibilities, you may be assigned internet connection and accessibility of office mail through data card modem or /and GPRS (General

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Acceptable IT Usage Policy

Packet Radio Service) or/and Smartphone (Blackberry) or similar technologies by Capgemini India. The controlled use of the facility will be sole responsibility of the employee and any liability arising due to inappropriate use will be of the employee only. 10.2 The mobile connectivity medium (data card / GPRS / Blackberry or equivalent technology) is to be used only for legitimate business purpose.
10.3 The mobile internet connectivity may enable an uncontrolled access to internet. Even in such case, the employees must not publish, display, store, request (download) or transit any information which are offensive in nature. The broad definition of misuse of these facilities is as defined in “Computer Misuse” clause of this policy i.e. “Acceptable IT Usage Policy”. 10.4 The users are responsible for safety and secured use of the medium. If case of missing or stolen device, users are required to notify ISMS team through mail

(isms.in@capgemini.com) and phone (extension: 7744).

11.

Social Networking and Social Media Sites Policy
Social networking sites are online virtual community on the internet sharing common interest or common attributes (like organisation, friends, technology domains etc). Some of the popular social networking sites are Facebook, Yammer, Linkedin, Flickr, YouTube, etc. These sites are gaining popularity and been used as efficient tools for knowledge sharing or opinion sharing on a subject or interest. However, improper use of these will lead to information security breach resulting into reputational or information loss. The employee needs to adhere to the below guideline in using social network sites.

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11.1

Publishing and social networking must be done in a professional and responsible manner Public statements about Capgemini India, Capgemini Group and Capgemini Group’s vision must be approved by Corporate Communication. The Capgemini Group’s or its customer’s confidential or proprietary information, trade secrets or any other material covered by the Capgemini Group’s or its customer’s confidentiality policies must not be revealed. Employees should not identify themselves as a representative of Capgemini India Any employee representing as Company representative giving public statement about Capgemini vision shall be approved by Corporate Communication. Publications and social networking shall not be detrimental to the Capgemini Group’s , its customer’s and third-parties’ interests, and shall not interfere with any employee's regular work duties Any personal posts and/or referral, recommendations for a friend or employee made by such employees on these sites shall be considered as personal opinions expressed solely by the author and do not represent the view of the company. Capgemini India or its customer’s confidential or proprietary information, trade secrets or any other material covered by the Capgemini India or its customer’s confidentiality information shall not be revealed or discussed. Employees should always comply with Copyright and Fair use of the media

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11.4 11.5

11.6

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11.8

11.9

11.10 . You should also show proper consideration for others' privacy and for topics that may be considered objectionable or inflammatory for example politics, sexual orientation and religion, ethical, obscenity. 11.11 Company logos and trademarks should not be used without written consent.

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12.

Reporting of security incident:

All users (employees, contractors, sub-contractors) are responsible to report any security incident to ISMS team. Few examples of information security incidents are:      Unauthorized access or disclosure Misuse of Information Assets Falsification of Information Theft, damage, or destruction of information assets Breach of security policy

Please report it immediately to ISMS team at isms.in@capgemini.com or you can call the ITICS helpdesk at 2257744.

13.

Implication of Non-compliance:

Where a breach of the Acceptable IT Usage Policy is established, one or more of the following penalties may be imposed on a person responsible for, or involved in the breach:    Warning Formal written warning Restriction or termination of access to Capgemini network , suspension of such and/or rights pending further actions, including disciplinary action the requirement to provide compensation for any improper use of, or damage to assets disciplinary sanctions, which may include dismissal of an employee or termination of a contract . Any action taken internally does not preclude prosecution under relevant laws.

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