Purpose

Corporate licenses the use of computer software from a variety of outside companies. If Corporate does not own software or its related documentation, and unless authorized by the software vendor, does not have the right to reproduce it except for backup purposes. The unauthorized or improper use or reproduction of software may constitute a violation of federal copyright laws and / or a breach of a software license agreement, resulting in liability to both the vendor and to the individual offender.  This document is provided to set forth the requirements necessary to prevent the unauthorized use and reproduction of software on owned computers as well as enable accurate record keeping of the ‘s software inventory.

Policy Owner

The Risk Management Department’s Senior Risk Officer is responsible for establishing, guiding and advancing Risk Management Committee activities. Risk Management’s Information Security Officer (ISO) is responsible for coordinating and reporting technical security risks, controls and project activity.

Target audience

This policy applies to all departments and employees of Corporate, including consultants, contractors, temporary and permanent. For purposes of this policy, these employees are referred to as “users.” This policy applies to all multi-user computer systems at Corporate.  Personal Computers, Servers, Networking equipment, as well as telephone switches are considered to be multi-user systems for the purpose of this policy. Hereafter in this policy these multi-user systems are referred Information Technology Systems.

Policy Value

Corporate provides its employees, contractors and temporary workers with access to electronic communications to further Corporate’s appropriate and legitimate business purposes. Therefore, use of all electronic communications must comply with Corporate’s policies, practices and Code of Ethical Conduct. Occasional use of electronic communications by employees for personal purposes is permissible when such use is not prohibited by this policy.

Copying

Corporate does not condone and will not tolerate any employee making unauthorized copies of software of any kind, whether for personal use, or to give to any third party, including other employees, clients and members.

Installation and Usage

No employee shall install any software of any kind on any owned or operated Information Technology Department without the explicit consent of their manager and from the Technical Services Department manager.

Employees shall use software only in accordance with the license agreements. Only properly licensed, authorized and inventoried copies of software shall be used on owned or operated Information Technology Systems.

Any concerning whether any employee can copy or use a given software program should be raised with the Technical Services Department Manager before proceeding.

No employee shall transfer any software from one Information Technology Systems to another without the explicit approval of the employee’s manager and the Technical Services Department manager.

Except for Internet Browser “Plug-ins”, employees shall not download or upload unauthorized software over the Internet.

Software Audits

Employees must cooperate with the software audit procedures established by the Risk Management Department and shall not frustrate, interfere with, or diminish the accuracy of a software audit.

Reporting of Violations

Employees learning of any misuse of software or related documentation within Corporate shall notify the Technical Services Department Manager or Risk Management Department’s Information Security Officer.

www.bestitdocuments.com