REPUBLIC OF SOUTH AFRICA - North West

1 INFORMATION AND COMMMUNICATIONS TECHNOLOGY POLICY 1 Tel : 018 3882119 E-Mail: Old CCP Building Industrial site Mafikeng PRIVATE BAG X 2145 MMABATHO 2735 DIRECTORATE: SUPPLY CHAIN MANAGEMENT dhsps&l Department: Human Settlements, Public Safety & Liaison North West Provincial Government REPUBLIC OF SOUTH AFRICA INFORMATION AND COMMMUNICATIONS TECHNOLOGY POLICY INFORMATION AND COMMMUNICATIONS TECHNOLOGY POLICY 2 AUTHOR FAUSTINA HAGAN :Deputy Director, ICT AUTHORISED BY MRS JOSY SCHOLTZ : The Director, Supply Chain Management ELECTRONIC FILE ICT POLICY VERSION 1 REVIEW PERIOD YEARLY EFFECTIVE DATE 01ST JULY 2011 INFORMATION AND COMMMUNICATIONS TECHNOLOGY POLICY 3 TABLE OF CONTENTS DEFINITIONS 6 7 7 7 4.

2 LEGISLATIVE FRAMEWORK 7 5. FUNCTIONS OF IT SECTION WITHIN THE DEPARTMENT 8 6. BACKUPS 8 Aim 8 Information backup 8 Backup of the HSS server 9 7. SERVER ROOM REQUIREMENTS 9 Aim 9 General Guidelines 9 Access 10 8. THE USE OF IT EQUIPMENTS 10 Conditions for using IT equipments 10 AND INFORMATION SECURITY 11 Passwords 11 Information Security 11 Removable Media 12 INFORMATION AND COMMMUNICATIONS TECHNOLOGY POLICY 4 10. SOFTWARE REGULATIONS 12 11. SERVICE CALL PROCEDURES 13 12. PROCUREMENT OF IT EQUIPMENTS/SOFTWARE 15 13.

3 POOL IT EQUIPMENTS 16 Aim 16 Responsibility and Accountability of User on borrowed items 16 14. DISPOSAL OF IT EQUIPMENTS 16 AND ELECTRONIC MAIL SERVICE ACCESS 18 Procedure for accessing Email and Internet at DHSPS&L 18 User Accounts 18 Use 19 Rules for network, email and internet usage 20 Abuse of Privileges 20 Security 20 Issues 21 16. ROLES AND RESPONSIBILITIES 21 Central IT 21 Provincial Government Information Technology Officers Council (PGITOC) 21 Departmental IT Manager 21 Security Manager 21 Asset Manager 22 17.

4 SAFEGUARDING OF IT EQUIPMENTS 22 18. ANTI-VIRUS CONTROL 23 INFORMATION AND COMMMUNICATIONS TECHNOLOGY POLICY 5 19. LAPTOPS 23 General Guidelines 23 Criteria for Selection 24 Approval process and requirements 24 Responsibility 25 Theft or Loss 25 Upgrades and Troubleshooting 26 , Hacking, and Security Protection 26 20. DATA CARDS AND CELL PHONE CONNECTION 26 21. RESIGNATION/TRANSFERS/SUSPENSIONS 26 22. RELATED POLICIES 27 23. DISCIPLINARY ACTION 27 24. INFORMATION TECHNOLOGY POLICY DECLARATION FORM 28 INFORMATION AND COMMMUNICATIONS TECHNOLOGY POLICY 6 Definitions DHSPS&L- Department of Human Settlements.

5 Public Safety and Liaison IT Information Technology PGitoc- Provincial Government Information Technology Officers Council Remedy- Program used to assign IT calls to technicians Network A Group of two or more computer systems linked together for the purpose sharing resources Backup Copying of files/data to a secondary medium for recovery after data loss Hardware Physical component of the Computer Software- Programs loaded on the computer Password A secret series of characters that enables a user to access a file.

6 A computer or a program E-mail Short for Electronic mail is the transmission of messages over communications network Internet A global network of interconnected computers enabling users to share information along multiple channels Technical Report Form identifying IT technician s recommendations for inspected IT equipment User Account An account identified by a user name and password that is created to manage access to IT Resources Portable Computer A computer designed to be moved from one place to the other Data - The representation of facts, concepts, or instruction in a normalized manner suitable for the communication, interpretation or processing by human or by automatic means.

7 Integrity- Knowing that the information is accurate and up-to-date and has not been deliberately or inadvertently modified from a previously approved version. Assurance that information is authentic and complete. Ensuring that information can be relied upon to be sufficiently accurate for the purpose. The integrity of data is not only whether the data is correct , but whether it can be trusted and relied upon. Security - All standards, processes, procedures and systems used to safeguard the Department information as defined.

8 Laptop/Notebook A Portable Computer that can be carried by hand Desktop- Personal Computer that is office based Virus Program harmful to the computer IS- Information System ICT- Information and Communications Technology SCM- Supply Chain Management MISS- Minimum Information Security Standards CENTRAL IT- Centralised Information Technology services situated in the Department of Finance HSS Housing subsidy System INFORMATION AND COMMMUNICATIONS TECHNOLOGY POLICY 7 SITA- State Information Technology Agency 1. Introduction People, hardware, software, telecommunications, facilities and data form an Information and Communications Technology system that is highly effective and productive.

9 All ICT systems entail the creation of a condition to protect computer hardware, software, and data against incidental and/or deliberate unauthorized changes, destruction, disposal, removal and disclosure. Securing the integrity, confidentiality and availability of the computers and technology systems of DHSPS&L against threats such as sabotage, unauthorized intrusions, malicious misuse or inadvertent compromise is of paramount importance for the operational effectiveness of all activities of DHSPS&L.

10 2. Purpose The purpose of the ICT Policy is to ensure the effective protection and proper usage of the computer systems and its peripherals within the Department of Human settlements, Public Safety and Liaison. Each employee of DHSPS&L is responsible for the security and protection of electronic information resources over which he or she has control. Resources to be protected include but are not limited to networks, computers, software, removable media and data. The physical and logical integrity of these resources must be protected against threats such as sabotage, unauthorized intrusions, malicious misuse or inadvertent compromise.