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IT Team Policy Document

1. Introduction​

This document outlines the policies and procedures for the IT team. It is designed to ensure the security, efficiency, and consistency of IT operations across the organization.

2. Purpose​

The purpose of this policy is to provide guidelines for the IT team to follow in their daily, weekly, monthly, quarterly, and annual tasks. It also defines the standards for user management, asset management, security, and compliance.

3. Scope​

This policy applies to all members of the IT team and covers all IT assets, systems, and operations within the organization.

4. Roles and Responsibilities​

IT Manager​

  • Oversee the implementation of IT policies and procedures.
  • Ensure compliance with IT policies.
  • Manage the IT budget and strategic planning.

System Administrators​

  • Maintain and monitor IT infrastructure.
  • Implement security measures and perform regular audits.
  • Provide technical support to users.

IT Support Staff​

  • Respond to user support tickets.
  • Assist with asset management and maintenance.
  • Conduct user training and documentation updates.

5. Security Policy​

Access Control​

  • User accounts must be created, managed, and deleted according to the User Management Policy.
  • Access to IT systems and data must be based on the principle of least privilege.
  • Multi-factor authentication (MFA) is required for all administrative accounts.

Data Protection​

  • Regular backups must be performed as per the Backup and Recovery Policy.
  • Sensitive data must be encrypted in transit and at rest.
  • Data access must be logged and monitored.

Incident Response​

  • All security incidents must be reported immediately to the IT Manager.
  • The IT team must follow the Incident Response Plan to contain and mitigate the impact of incidents.
  • Incident details must be documented and reviewed to prevent future occurrences.

6. User Management Policy​

User Account Management​

  • New user accounts must be requested through a formal process.
  • User roles and permissions must be assigned based on job responsibilities.
  • Inactive accounts must be disabled after 90 days of inactivity.
  • User accounts must be reviewed quarterly to ensure appropriate access levels.

User Authentication​

  • Passwords must meet complexity requirements (minimum length, mix of characters).
  • Passwords must be changed every 90 days.
  • MFA must be enabled for all user accounts with access to sensitive data.

7. Asset Management Policy​

Asset Tracking​

  • All IT assets must be recorded in the asset management system (Snipe-IT).
  • Assets must be tagged with unique identifiers (QR codes/barcodes).
  • Asset assignments must be tracked and updated regularly.

Asset Maintenance​

  • Regular maintenance schedules must be followed.
  • Maintenance activities must be documented in the asset management system.
  • Assets nearing end-of-life must be reviewed for replacement or disposal.

Asset Disposal​

  • Assets must be securely wiped before disposal.
  • Disposal must be documented, including the method and date of disposal.
  • Comply with environmental regulations for electronic waste disposal.

8. Backup and Recovery Policy​

Backup​

  • Daily backups must be performed for all critical systems.
  • Weekly sample restores must be conducted to verify backup integrity.
  • Backups must be stored securely, both on-site and off-site.

Recovery​

  • A disaster recovery drill must be conducted annually.
  • The recovery plan must be reviewed and updated annually.
  • Recovery procedures must be documented and accessible to authorized personnel.

9. Compliance Policy​

Regulatory Compliance​

  • IT operations must comply with relevant regulations (e.g., GDPR, HIPAA).
  • Regular audits must be conducted to ensure compliance.
  • Non-compliance issues must be addressed immediately.

Policy Review​

  • IT policies must be reviewed annually.
  • Updates must be communicated to all IT team members.
  • Policy adherence must be monitored continuously.

10. Training and Development Policy​

New Employee Training​

  • New IT team members must undergo an orientation program.
  • Training on IT policies, procedures, and tools must be provided.

Ongoing Training​

  • Regular training sessions must be conducted on new technologies and updates.
  • IT team members must complete mandatory security training annually.

11. Performance Review Policy​

Annual Reviews​

  • Annual performance reviews must be conducted for all IT team members.
  • Performance goals and objectives must be set for the upcoming year.

Continuous Feedback​

  • Regular feedback must be provided to IT team members.
  • Address performance issues promptly and constructively.

12. Documentation Policy​

System Documentation​

  • System configurations, procedures, and policies must be documented.
  • Documentation must be updated regularly and stored securely.

User Documentation​

  • User guides and manuals must be provided for IT systems.
  • Documentation must be reviewed and updated quarterly.

13. Communication Policy​

Internal Communication​

  • Use designated communication channels (e.g., Slack, email) for IT-related discussions.
  • Ensure timely communication of important updates and changes.

External Communication​

  • IT team members must not disclose sensitive information to unauthorized parties.
  • All external communication must be approved by the IT Manager.

14. Review and Revision​

This policy must be reviewed annually and revised as necessary to ensure it remains current and effective.