Laptop Policy
1.0 Purpose
Laptop computers provide important functionality, allowing employees to have their computing
resource at hand in meetings/workplace, and those who travel on business to be maximally
functional and productive while away.
2.0 Scope
These procedures apply to all employees who use Company owned laptop. These individuals are
hereinafter referred to as "owners." Each owner of a Company-owned laptop is responsible for
the security of that laptop, regardless of whether the laptop is used in the office, at one's place of
residence, or in any other location such as a hotel, conference room, car or airport.
3.0 Procedures
3.1 Requesting for a Laptop
Every employee who wishes to use the Laptop should fill the Laptop request form and forward it
to the Business Unit / Project Head through the Department of HR to the Business Unit Head, in
turn, with the help of IT Systems Support (ITSS) team will check the availability of Laptop and
basing on the requirement of the user would release the Laptop for the employee use. Systems
support Head has the final say to provide in use Laptop or a new Laptop based on availability
and urgency.
3.2 Registering a Laptop
Every laptop must have a owner. Each department that has a laptop(s) must have a sign out sheet
indicating that has the laptop, the make, model and Serial number. This information should be
sent to ITSS team each time there is a change of the owner.
3.3 Laptops in Corporate Office
Laptops must be secured in a locked drawer when not in use, i.e. when you are not taking your
laptop home or will be out of the office for a while. When in office lock the Laptop working
screen so that no other person can use it for any purpose.
3.4 Laptops Out of Corporate Office
When a owner takes the laptop out of his/her office, he/she is expected to keep the laptop in hand
or sight, or in a secure and locked location, at all times. It is the total responsibility of the owner
to handle the Laptop
During the period, when the owner carries the Laptop with them the same should not be misused
for the purpose of transferring the data on to other storage devices. If any owner were found
malpractice, he/she would be liable for disciplinary action from the organization
No external devices to be used to copy data from the Laptop to transmit / transfer to other
agencies while on work at their site unless it is absolute necessary Ex.. use of DVDs, Pen Drives,
Network Drives at other location and CDs.
3.5 Reporting a Theft
If a Company-owned laptop is stolen, its owner is expected to immediately file a theft report with
ITSS Team and with HR/Admin Department. If traveling, the owner must also report the theft to
the local law enforcement agency. Incase of negligence the management has every right to deduct
it from the Employees Salary.
3.6 Keeping the Laptop Secure
The owner of a company-owned laptop must have it checked by ITSS team every three months
(January, April, June and December) so that the latest patches, security holes and other software
remain current.
3.7 Ending Employment at the Company
A owner must return the laptop to the Company before their ending date of employment. N&S
will provide a list of laptops and owners to Human Resources & Admin. At the meeting with
Human Resources and Admin the laptop, keys, and other items will be collected. Failure to turn
in the laptop may result in withholding payments such as F&F until the laptop is returned.
3.8 Installation of unauthorized Software
The owner without the prior authorization of the IMG(??????) group shall not install any
unauthorized software like messengers, chatting software or any malicious software, which may
cause problems to the functioning of the Laptop
Any owner violating this would be penalized as per the company policy
3.9 Eligibility (To be discussed with HR )
Department Heads
Front ending; sales team for certain grades
Consultants going on Client Assignments
3.10 Returning the Laptop
Owner shall return Laptop to the company in the following situations
a) Leaving the company
b) Returning from onsite / domestic assignment
c) Requested to return the Laptop
Upgradation / Additional Features
Accessories with System(s)
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