General IT Procedures

Email Account Procedures

Email account naming convention

1. For employees with first and last names

• Standard format: first initial + last name (e.g., jsmith@ehssg.org)
• For duplicate names: first initial + last name + department (e.g., jsmithadmin@ehssg.org)

2. For employees without a last name

• Standard format: initials + last word of the name (e.g., akkyaw@ehssg.org)
• For duplicate names: initials + last word of the name + department (e.g., akkyawadmin@ehssg.org)

3. For rare cases of multiple employees with the same name in a department

• Format: initials + last word of the name + department + ascending numbers (e.g., akkyawadmin1@ehssg.org)

Email Activation and Deactivation

Accounts are created by ICT personnel upon receiving a request from HR, typically within a week of a new recruit’s start date.

Accounts are deactivated on the employee’s departure date, with an out-of-office message set up. Mailbox content is deleted after 30 days, following an encrypted backup. The supervisor of the departed employee and the new recruited employee for the departed position can have access to back up email.

IT Asset Management Procedures

1. Replacement

• Replace when: end of life, service support ends, or upgrade benefits outweigh repair costs
• Requesting a new laptop before the replacement criteria require approval from the manager/supervisor

2. Transfer & Off-boarding

• Employees must return all assets including accessories/peripherals upon departure
• Employees must not swap assets without approval from the IT Staff

3. Asset Tracking

• Centralized inventory system with unique identifiers
• Detailed asset information recorded
• Regular inventory checks and updates required

4. Damaged, Lost, Stolen Assets

• Prompt reporting required
• Investigation and documentation process
• Possible employee liability for negligence or misuse
• Required to complete the Damage/Lost/Stolen report (Appendix)

Software Usage Procedures

1. Administrator Account

• Managed by IT unit only
• Has privileges to install, update, and remove software

2. End User Account

• For employees’ daily tasks
• Restricted privileges:
  • Cannot install, update, or uninstall software
  • Must route software requests through IT

3. Prohibited Activities for End Users

• Installing unauthorized software, including games
• Using non-work-related applications
• Attempting to bypass account restrictions

Information Technology Security Procedures

1. Physical Security

• Secure server areas with proper ventilation and access control
• Use fire extinguishers and UPS for critical equipment
• Employees responsible for issued portable devices

2. Information Security

• Weekly data backups to NAS and cloud storage
• Anti-virus software required and turned-on on all computers
• Avoid sharing information of donors and members on social media

3. Securing credentials

• Login credentials related to the organization must be kept confidential
• Avoid sharing credentials
• Avoid using same password with non-ehssg accounts

4. Google Drive Access

• Access granted based on job role and responsibilities
• Department head must have an Authenticator app
• Regular review of access permissions
• Secure sharing practices for sensitive information