Notebook computer policies ?

[kevinh]

Does anyone have any Notebook computer policies that they are willing to share ? (where a person it taking a company owned computer off-site).

Thanks,
Kevin

[Kip.Dale]

For us (large Bank), we have computer use policies, not notebook policies. The location of use is immaterial. Our policies cover all the usual - data security, pornography, etc.

[kevinh]

Kip,

I think specific policies are required for notebooks to cover issues which don't apply to a desktop in the office. For example, we don't want our staff to leave their notebook in a car, at any time!

People tend to use a notebook for more personal stuff than they would a desktop in the office, simply because they take it home - so loading additional software can be an issue (that's a bit easier to control on a desktop in an office environment). That's the sort of thing that can cause problems back in the office environment.

Then there's the security of the data - a notebook is much more at risk of being stolen from someone's home than a desktop PC in a secure corporate environment. But there are ways to protect the data from the average person who steals a notebook (or the person they sell it to!). That's more an issue for the IT Dept. but the end user can undo some of that stuff (like removing password requirements).

Once a computer is taken out of the office environment it becomes more vulnerable to viruses and hackers. Most viruses would be stopped at the corporate mail server and hackers blocked by the corporate firewall, but once you take a notebook home and connect to a domestic broadband connection the level of protection is unknown.

There are a lot of potential issues once staff start using notebooks!

If anyone has any policies specific to notebook use please share your thoughts

Kevin

[SoniaK]

Hi Kevin

A previous employer had a computer usage policy which included the folllowing clauses specific to notebooks.

Security of Notebook PCs
Employees issued with notebook computers have a duty of care to protect the issued equipment from damage or theft.

Notebook computers must be fitted with security attachments and be secured when left unattended in offices and vehicles.

Notebook computers must be secured via a notebook cable lock at all times when unattended on (the employer's) premises. Cable locks should be connected to the notebook with the lock function and combination enabled, with the other end of the cable secured to a wall, desk or other appropriate solid surface. When the lock is disconnected from the notebook, users must be careful to not leave the combination displayed.

If a cable lock is not present, the user must contact IT immediately to arrange for one to be provided. IT can provide assistance to users who are unsure how to use the cable lock.

Notebooks should not be left in a visible position when unattended in a motor vehicle. Vehicles must not be left unlocked. Disciplinary action may be taken for failure to secure notebooks in a fashion that prevents damage and/or theft.

Employees who take notebooks on approved commercial flights must carry the notebooks as hand luggage.

All occurrences of loss or damage must be reported to the IT Manager immediately.

NOTE – (the employer's) insurance policy does not cover notebook computers for loss or damage when the item has not been secured appropriately.

Care of Notebook PCs
Notebook users must adhere to the following additional guidelines for the care of notebook PCs:
• Take care not to drop or knock a notebook.
• Use the carry case to transport a notebook. Ensure the notebook is appropriately secured within the carrying case before moving or lifting it.
• Always switch off the notebook before disconnecting it from its docking station.
• Do not unplug PCMCIA cards (e.g. modem) from the machine unless IT personnel have provided instructions.
• Do not use the notebook in an overly hot or moist environment.
• Do not detach any of the notebook components (battery, disk drive or memory).
• Take care in closing the screen of the notebook; never slam or force it. The screen is quite fragile and can be seriously damaged if inappropriate force is applied.

My current employer has a policy that notebooks must not be left on desks overnight - the preference is that they are taken home so that they are available for business-critical activities if we can't access our building (business continuity) but they can otherwise be stored in a locked cabinet or drawer.

I hope this helps.