Email, Internet & Computer Policy

NCS has an IT infrastructure that provides personal computer, email, Intranet and Internet services to a large percentage of its employees.

The service has been provided for business use only.

All valid network accounts are password protected to ensure that no unauthorised access to the network is obtained and there is no access to confidential data.

Unauthorised access to NCS network systems and confidential electronic data is prohibited.

In addition it is essential that no unauthorised forms of network entry such as modems and network ports are added without the permission of the Project Manager.

All files entering NCS system via other forms of media such as floppy disks, CD-ROMs and tape drives should be scanned before they are copied. (Note: the NCS email server scans all incoming email. Any incoming infected messages or attachments will be quarantined and cleaned prior to delivery. Any messages unable to be cleaned will be deleted.)

All personal computers must run virus-scanning software which must be kept up to date via updates. Network computers have virus-scanning updates completed at the server and therefore do not require user intervention.

Access to the NCS email system will be primarily for those employees who have genuine work related needs. Authorised approval will be required to access the NCS email system.

NCS email system must not be used:

• for personal business or as a means of trade or for advertising services or products for sale
• to advertise commercial ventures, religious or political causes, or outside organisations
• to transmit or display offensive, defamatory or sexist material, sexually explicit images, material containing ethnic slurs, racial epithets, or anything that may be construed as harassment or disparagement of others based on their race, national origin, sex, sexual orientation, age, disability, religious or political beliefs
• to transmit unlicensed copyrighted material.
• to transmit spam or chain mail

The access, distribution or storage of such material will be regarded as gross misconduct and in some circumstances illegal under the laws of Papua New Guinea. It may lead to termination of employment.

All email messages created, sent, forwarded, received, stored or printed are to remain the company’s property. The company reserves the right to monitor, retrieve, read and disclose any email message created, sent, forwarded, received, stored or printed. Note, that even when a message is erased, it may still be possible to recreate the message therefore, ultimate privacy of messages cannot be guaranteed to anyone. Internet browsing facilities will be available to employees who can demonstrate a genuine need to use the internet as a business tool.

The company reserves the right to monitor the web site visited by all employees. Note that even when a web site is deleted from a PC’s browser history, it may still be possible to determine who has visited what site at what time and from which machine.

Storage of data is costly to NCS both in terms of hardware costs and the time taken to back-up the system. The NCS network is provided for business purposes and therefore storage of personal data on the NCS network must be minimised. All personnel who have been granted access to the NCS network must routinely purchase your own data storage media and transfer the personal data to your own system.

NCS Data Storage Systems must not be used to store personal files:

• Sound files (e.g. MP3,WMA,WAV )
• Joke files (be this in Word, Excel or Power point , BMP,GIF or JPG formats)
• Movie Files (e.g.AVI,MPEG,MP4)
• Personal Photo Albums (more then 10 photos)
• Installation Programs (any program or file(s) that install an application)
• Tools or programs that can be used to compromise NCS’ network
• Copies or backups of PC Hard drives without the IS Departments approval

Should you obtain these files from friends then they should be removed from the network as soon as possible, but no later than 7 days after receiving the data.

As the NCS network is provided for business purposes, the company reserves the right to monitor, retrieve, read and review all data stored on the NCS network. Employees or contractors in breach of this policy will be subject to the NCS disciplinary procedures.

NCS has established systems, procedures and policies that keep us working efficiently – Every Day

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