IT Policy and Procedure

1. Purpose

The purpose of this IT policy is to ensure the proper use of The Nassau Guardian's information technology resources by all employees. This policy aims to protect the company's technology assets, ensure data security, and maintain the integrity and reliability of our IT systems.

2. Scope

This policy applies to all employees, contractors, consultants, temporary and other workers at The Nassau Guardian, including all personnel affiliated with third parties. This policy covers all equipment, software, and services provided by Guardian Media Group.

3. Acceptable Use

• Hardware and Software Usage:

  • Employees must use company-provided hardware and software for business purposes only.

  • Installation or use of unauthorized software is strictly prohibited.

  • Personal use of company IT resources should be minimal and must not interfere with work responsibilities.

• Internet and Email Usage:

  • Internet access is provided for business purposes. Occasional personal use is permitted but should not affect job performance.

  • Email accounts provided by the company should be used for professional communication. Personal email accounts should not be used for business purposes.

  • Employees must not engage in activities that could harm the company's reputation or operations, such as accessing inappropriate websites or sending offensive emails.

4. Approved Software List

• Listed Software:

  • Employees are required to use the following approved software for their tasks:

    • Office Suite: Microsoft Office 365 (Word, Excel, PowerPoint, Outlook)

    • Communication: Microsoft Teams (preferred for instant communication)

    • Browsers: Google Chrome, Mozilla Firefox

    • Graphics and Prepress: Adobe Creative Cloud (Photoshop, Illustrator, InDesign, Acrobat)

    • CMS: BLOX, AdManagerPro, CirculationPro, Microsoft Dynamics

  • Any software not listed above must be approved by the IT department before installation.

• Communication Tools:

  • Employees are encouraged to use Microsoft Teams for instant communication rather than WhatsApp or other personal messaging apps. Microsoft Teams provides better integration with our company’s infrastructure and ensures data security and compliance.

5. Security and Confidentiality

• Passwords:

  • Employees must use strong, unique passwords for all company accounts.

  • Sharing passwords is prohibited. If an employee believes their password has been compromised, they must report it to IT immediately.

• Data Protection:

  • Sensitive information must be encrypted and securely stored.

  • Employees must follow company guidelines for data access, storage, and sharing.

  • Unauthorized access, disclosure, or distribution of confidential information is prohibited.

6. Device Management

• Company Devices:

  • Employees are responsible for the care and security of the devices issued to them.

  • Lost or stolen devices must be reported to IT immediately.

• Personal Devices:

  • If employees use personal devices for work purposes, they must adhere to the same security protocols as company devices.

7. Software and System Updates

• Employees must ensure that all software and systems are regularly updated to protect against vulnerabilities.

• IT will periodically audit systems and software to ensure compliance and security.

8. Incident Reporting

• Any IT-related issues, including security incidents, hardware malfunctions, or software problems, must be reported to IT immediately.

• Employees must cooperate with IT during investigations and follow instructions to mitigate any issues.

9. Compliance and Enforcement

• Violations of this policy may result in disciplinary action, up to and including termination of employment.

• The Nassau Guardian reserves the right to monitor and log all IT resource usage to ensure compliance with this policy.

10. Review and Updates

• This policy will be reviewed regularly and updated as necessary to reflect changes in technology or company practices.