BruntWork IT Policy

 

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1. Information Technology Policy

 

The BruntWork Information Technology (IT) Policy defines rules, regulations and guidelines for proper usage and maintenance of technological assets to ensure their ethical and acceptable use and assure health, safety and security of data, as well as the people using them. It also provides guidelines for issues like purchase, compliance, IT support and grievance redressal of the staff pertaining to technological assets and services used for office work.

 

 1.1  Compliance 

1. All staff are expected to comply with the IT Policy rules and guidelines while using and maintaining any equipment or software purchased or provided by the company 

2. Any staff who notices misuse or improper use of equipment or software within the company must inform his/her Reporting Manager(s) immediately. 

3. Misdeclaration of device specifications, inappropriate use of Bruntwork managed equipment and software by a staff will be subject for investigation and can constitute grounds to terminate the freelancer agreement with BruntWork.

 

1.2 Staff Training

1. Basic IT training and guidance is provided to all new staff about using and maintaining their Personal Computer (PC), laptops, peripheral devices and equipment (keyboard, mouse, web camera etc) in the company, regardless if Bruntwork managed or their own device. 

2. Staff can request and/or management can decide to conduct an IT training on a regular or requirement basis.

 

2. Operating Procedure Policy

The aim of this policy is to maintain standard configurations and IT operating procedures provided to BruntWork staff. The hardware standards will help maintain optimum work productivity, computer health & security and provide timely and effective support in troubleshooting PC problems. 

 

2.1 Device Specifications

 

During the recruitment phase, applicants should declare the specifications of the device that they will be using for work. All devices must  pass  the minimum device specifications required by Bruntwork. 

 

Minimum Specification 

Windows OS Processor: Intel i3 – 6th Generation

Windows OS Processor: Ryzen 5 – 3rd Generation

Mac OS Processor: Intel i5 – 6th Generation

Memory: at least 8GB

Storage: at least 256GB SSD

 

Recommended Specification 

Windows and Mac OS Processor: Intel i5 to Intel i9 10th to 11th Generation (Latest Generation)

Processor: Ryzen 5 to Ryzen 9 4th to 5th Generation (Latest Generation)

Memory: at least 16GB

Storage: at least 256GB SSD or M.2

 

2.2 Internet Speed Requirement

 

Applicants should declare, while staff should maintain the following minimum or recommended speed requirements for their internet connectivity required by Bruntwork. 

 

Minimum Internet Speed: 

Download – 25 Mbps 

Upload – 10 Mbps 

 

Recommended Internet Speed: 

Download – 50 Mbps 

Upload – 20 Mbps

 

2.3 Data & File Backup Procedure

 

1. BruntWork will provide the access to the cloud server accessible via their company profile. It is advised that all staff keep their important official files and data in the cloud storage at all times. 

 

2. Staff’s Reporting Manager and the IT Manager will have access to their respective staff’s  data.

 

3. All staff are expected to login to the cloud server with their ID and password and utilise it in saving all their BruntWork documents and files.

 

4. BruntWork’s prescribed Offboarding Process will be followed in the retrieval, archiving and purging of all resigned and terminated staff.

 

3. Email and Chat Policy

 

This policy provides information about acceptable usage, ownership, confidentiality and safety usage while using electronic messaging systems and chat platforms provided or approved by BruntWork. The policy applies to all electronic messages sent or received via the above mentioned messaging systems and chat platforms by all the company staff.

 

3.1 Guidelines

 

1. BruntWork reserves the right to approve or disapprove which electronic messaging systems and chat platforms would be used for official purposes.

2. A staff who, upon joining BruntWork, is provided with an official email address should use it for official purposes only.

3. Any email security breach must be notified to the IT and Information Security Dept, immediately.

4. Upon termination or  resignation, BruntWork will deny all access to electronic messaging platforms owned/provided by the company.

5. All messages composed and/or sent using the pre-approved messaging systems and platforms need to comply with the company policies of acceptable communication.

6. All email signatures must have appropriate designations of staff and must be in the format approved by management.

 

3.2 Ownership & Confidentiality

 

1. The official electronic messaging system used by BruntWork staff is the property of the company and not the staff. All emails, chats and electronic messages stored, composed, sent and received by any staff or non-staff in the official electronic messaging systems are the property of the company.

 

2. BruntWork reserves the right to intercept, monitor, read and disclose any messages stored, composed, sent or received using the official electronic messaging systems. 

 

3. BruntWork reserves the right to alter, modify, re-route or block messages as deemed appropriate and monitor email usage of any staff for security purposes.

 

4. Proprietary, confidential and sensitive information about the company or its staff should not be exchanged via electronic messaging systems unless pre-approved by the Reporting Manager(s) and/or the Management

 

5. Unauthorised copying and distributing of copyrighted content of the company is prohibited.

 

3.3 Safety Usage

 

1. All staff are recommended to have an anti-virus software installed in their laptops/desktops (personal or official) used for office work.

 

2. Staff should not open emails and/or attachments from unknown or suspicious sources and are advised to use email spam filters.

 

3.3 Inappropriate Usage

 

1. Official Email platforms or electronic messaging systems including but not limited to chat platforms and instant messaging systems should not be used to send messages containing pornographic, defamatory, derogatory, sexual, racist, harassing or offensive material. 

 

2. Official Email platforms or electronic messaging systems should not be used for personal work, personal gain or the promotion or publication of one’s religious, social or political views. 

 

3. Spam/ bulk/junk messages should not be forwarded or sent to anyone from the official email ID unless for an officially approved purpose.

 

4. Password Security Policy

 

The Password Security Policy provides guidelines for managing and maintaining passwords allocated for BruntWork tools, applications, email, cloud server etc. to ensure maximum password safety.

 

4.1 Password Allocation and De Allocation

1. All staff will be provided with a Username and Password to login to BruntWork’s tools and profile which is not to be shared with another staff, client or other people in the household.

 

2. The IT Team will define guidelines for issuing new passwords for staff to modify their own passwords. 

 

3. Any password security breach must be notified to the IT Team and Information Security team immediately. 

 

4. Username and password allotted to a staff will be deleted upon resignation or termination from the BruntWork. 

 

4.2 Guidelines

1.  Select a Good Password: 

a. Choose a password which does not contain easily identifiable words (e.g. your username, name, phone number, house location etc.)

b. Use 8 or more characters. 

c. Use at least one numeric and one special character apart from letters. 

d. Combine multiple unrelated words to make a password. 

 

2. Keep your Password Safe: 

a. Do not share your password with anyone. 

b. Make sure no one is observing you while you enter your password. 

c. As far as possible, do not write down your password. If you want to write it down, do no display it in a publicly visible area. 

d. Change your password periodically (every 3 months is recommended). 

e. Do not reuse old passwords. If that is difficult, do not repeat the last 5 passwords. 

 

3. Other Security Measures: 

a. Ensure your computer is reasonably secure in your absence. 

b. Lock your monitor screen, log out or turn off your computer when not at desk.

 

5. Bring Your Own Device (BYOD) Policy

 

BruntWork staff can use their personal computer devices, and home internet services to provide service to their respective clients. All staff who use or access the declared equipment and/or any business purposes for BruntWork are bound by the conditions of this Policy.

 

Bruntwork reserves the right to revoke this privilege if users do not abide by the policies and procedures outlined below. 

 

5.1 Device Protocol & Guidelines

 

• BYOD policy follows the Operating Procedure Policy of this document (Reference: 2.1-2.3)

• To ensure the security of BruntWork and its Clients’ information, staff are recommended to have an antivirus software installed on their personal devices. 

• Staff may store company-related information only in the following locations: BruntWorks Cloud Server, Basecamp and/or Client’s location of choice

• Staff are expected to exercise the same discretion in using their personal devices as is expected for the use of company devices.

• Family and friends should not use personal devices that are used for company purposes.

 

5.2 Acceptable Use Policy

 

1. Bruntwork defines acceptable business use as activities that directly or indirectly support the organisation.

2. The company defines acceptable personal use on company break time as reasonable and limited personal communication or recreation, such as reading or game playing.

3. Staff are prohibited from accessing certain websites during work. Such websites include, but are not limited to (Social Media sites, Shopping and Gambling sites etc)

4. Devices’ camera and/or video capabilities should not be disabled at home but use should be limited to work related activities

5. Devices may not be used at any time during the course of their shift to: 

1. Store or transmit proprietary information belonging to another company 

2. Harass others 

3. Engage in outside business activities etc.

4. Staff may use their mobile device to access the following company-owned resources: email, calendars, contacts, documents, etc

 

5.3 Privacy and Company Access

 

1. BruntWork has the right, at any time, to monitor staff usage on BruntWork’s cloud and other tools and applications in any way, including random audit checks (if and when applicable).

 

2. Management reserves the right to review or retain personal and company-related data on personal devices or to release the data to government agencies or third parties during an investigation or litigation. 

 

3. Management may review the activity, analyse and use patterns and may choose to publicize these data to ensure that BruntWorks resources in these areas are being used according to this policy.

 

4. Staff’s access to company data is limited based on user profiles defined by IT and automatically enforced.

 

5.4 Safety Usage

 

1. Staff are to ensure that laptops are not left unattended either at home or when travelling- being particularly vigilant on public transport and in public places.

2. If staff must use laptops in a public place, make sure that others cannot see your work, and never process sensitive material under these circumstances.

3. Staff are expected to protect personal devices used for work-related purposes from loss, damage or theft.

4. BruntWork will not be responsible for loss or damage of personal applications or data resulting from the use of company applications.

5. Staff must immediately notify IT and Information Security Management in the event their personal device is lost, stolen or damaged

 

 

5.5 Contract Termination

1. Upon resignation or termination of contract, or at any time on request, the staff may be asked to produce the personal device for inspection.

2. All company data on the personal devices will be removed by IT upon termination of contract through a remote session (if and when applicable).

 

6. Client Equipment Usage Policy

 

This policy contains guidance and standards designed to ensure that the information and equipment belonging to BruntWork Pty Ltd and its clients has similar levels of protection as that of a staff’s personal device.  The policy also contains guidelines for allocating & transferring equipment to staff, as well as best practices for all equipment usage and maintenance. 

 

Bruntwork reserves the right to revoke this privilege if users do not abide by the policies and procedures outlined below. 

 

6.1 Equipment Purchase & Guidelines

1. The following equipment purchased by BruntWork as requested and approved by clients are provided to staff for their official use. The list can be modified as and when required.     

  

a. Personal Computing Devices (Desktop, Laptop) 

b. Computer Peripherals (Keyboard, Mouse, Web Camera, Speaker, Modem etc.) 

2. The IT Department will follow the approved process for purchasing new equipment and procurement will be handled by the team.

3. The IT Department will maintain an inventory of standard PCs, software and equipment required

a. Item 

b. Brand/ Company Name 

c. Serial Number 

d. Basic Configuration  

e. Physical Location 

f. Date of Purchase 

g. Purchase Cost 

h. Current Person In-Charge

 

6.2 Equipment Allocation and De Allocation

 

1. Allocation of Assets:

a. Staff may be requested and allocated a personal computer (desktop or laptop) for office work, as per work requirement set by the client. 

b. Allocation of additional assets to a staff is at the sole discretion of the client/s.

 

2.  De-allocation of Assets: 

a. It is the Reporting Manager’s responsibility to collect all allocated company/client equipment & other assets from a staff who is leaving the organisation. 

b. Updating the Inventory Sheet is mandatory after receiving back all allocated equipment. 

c. The received assets must be returned back to the IT Dept. 

 

6.3 Equipment Usage, Maintenance and Security 

 

1. The allocated device follows the policies outlined in the following policies of this document:

1. Information Technology Policy (1)

2. Operating Procedure Policy (2)

3. Email and Chat Policy (3)

4. Password Security Policy (4)

5. BYOD Policy (5)