Responsibilities RO

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RESPONSIBILITIESREGIONALOFFICES

Oriental Bank of Commerce 02DECEMBER2009

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VERSION:1.0 CLASSIFICATION:INTERNAL

Oriental Bank of Commerce

Responsibilities Regional Offices


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Document Control Information

Document Name Responsibilities Regional Offices

Document Number

Current Version 1.0

Last updated 02 December 2009

Document Owner

Classification Internal

Revision Chart

Date Version Author Description of Change Page no.

02 December 2009 1.0 DIT, HO Responsibilities Published

Approval

Date Approved By Signature


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TABLE OF CONTENTS

RESPONSIBILITIES 4

1. EQUIPMENT SECURITY POLICY 4

2. PHYSICAL&ENVIRONMENTSECURITYPOLICY 53. ACCEPTABLEUSAGEPOLICY 6

4. USER ACCESS MANAGEMENT POLICY 9

5. TELECOMMUTERS&MOBILEUSERPOLICY 10


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RESPONSIBILITIES P a g e | 4


RESPONSIBILITIES

1. EQUIPMENT SECURITY POLICY Equipments shall be placed in a location which is physically safe. All the equipments involved in critical functions will be sited in such a way that it does not

allow easy physical access and does not permit unauthorized access.

Any equipment requiring third party maintenance personnels attention will be kept awayfrom the normal working areas to prevent the unauthorized access of the above-mentioned

personnel.

It should be ensured that the equipment is stored as recommended by the vendor. Thefollowing should be followed:

oTemperature /humidity is controlled

o Magnetic emissions around the equipment are avoided.o Dust free and rodent free environment is providedo Eating, smoking and drinking near the equipment, in the work area and in the

server/computer room is prohibited.

Check for proper earthing and electrical points once in a month and maintain the record forthe same.

Network servers should not be deployed in an individual's office. As far as possible, locate the computer in a manner to prevent unauthorized viewing of the

monitor and keyboard.

It should be ensured that sufficient measures are taken to ensure business continuity in caseof power failure.

Provide additional shielding against electronic emissions, eavesdropping or interference, ifrequired.

Secure the network wiring and other network connection components. Ensure that the network cabling is not placed in a physical location where it can be easily

accessed & that is protected from tampering, damage or unauthorized interception.

It should be ensured that power cables are segregated from communication cables. A detailed cabling diagram should be maintained. It should be ensured that uninterrupted power supply & air conditioning is maintained at all

times & conditions to the servers.

Regular monitoring for temperature and humidity in server room should be done. The electrical system shall be protected from electrical problems that may cause computer

malfunction or failure. (E.g., lightening strike)

Highly flammable materials must not be stored in the computer / server room. All portable equipment shall be locked away securely when not in use wherever applicable.


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PHYSICAL&ENVIRONMENTSECURITYPOLICY P a g e | 5


2. PHYSICAL & ENVIRONMENT SECURITY POLICY Access Control People

Access controls shall provide reasonable assurance that physical access to the facility isrestricted only to authorized people and material.

Entry shall be permitted only to Bank Employees, On-site Engineers, Vendors, Auditors &Visitors.

Employee Controlso Employees from other locations will get access to server room only on authorization by

Regional Head / designated personnel by Regional Head.

Visitor Controlso Only Official Visitors shall be entertained on office premiseso All visitors to the premises have to be authorized by an employee before they will be

allowed entry to the premises

o All Visitors shall be escorted by the host all during their visit to the server room (ifrequired)

o Details and belongings of the Visitor will be notedo Visitor shall be randomly frisked

Access Control Material and Equipment Access controls and security screening shall provide reasonable assurance that only

authorized material and equipment enters or leaves the premises.

Material Movement Controlso In-coming deliveries shall be properly checked and recorded by the Security guards.o The employee responsible for receiving these deliveries, together with the Security

Guard shall ensure all supporting documents (i.e. delivery receipts, invoices, job /purchase orders, etc.) are gathered and handed over to concerned section/person.

o Security shall record in the log sheet the details of materials being received forsuppliers/vendors.

o All materials transfer within the worksite shall be authorized and documented.o No Bank property shall be taken out of the premises unless covered by a Gate Pass duly

approved by the Regional Head / designated personnel by Regional Head.

o Outgoing deliveries shall be properly checked, recorded and accounted. Protecting against external and environmental threats

Regular fire drills shall be conducted to educate the employees about the steps to be taken incase of fire.

Fire extinguisher of appropriate type should be provided & installed at the locations toextinguish fires in different situations.

Server rooms & supporting equipment should not be located in the basement areas in placesprone to flooding & water seepage.


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3. ACCEPTABLE USAGE POLICY General Use and Ownership

Users should be aware that the data they create on the corporate systems remains theproperty of the Bank.

For security and network maintenance purposes, authorized individuals within Bank maymonitor equipments, systems and network traffic at any time.

Bank reserves the right to audit networks and systems on a periodic basis to ensurecompliance with this policy.

Keep passwords secure and do not share accounts (user ID & password). Users are responsiblefor the security of their passwords and accounts. Password should be regularly changed in

accordance with the Password Policy.

All PCs and workstations should be secured with a password-protected screensaver with theactivation feature set at 5 minutes, or by logging-off (control-alt-delete) when the host will be

unattended.

All hosts shall be continually executing approved virus-scanning software with a current virusdatabase.

Employees must use extreme caution when opening e-mail attachments received fromunknown senders, which may contain viruses, e-mail bombs, or Trojan horse code.

Users should keep their desk and screen clear and should not keep confidential information inpublic.

Users Accounts Banks systems users accounts (login IDs and passwords) shall be used only for the business

purpose for which they are requested and authorized.

Information Protection Responsibilities Users shall not attempt to access any data or programs contained in any system for which

they do not have authorization or explicit written consent of the custodian or owner of the

system.

Users shall report any weaknesses they discover in computer security and any incidents ofpossible misuse or violation of this policy to their reporting authority. No user, however, will

engage in activity to exploit the weaknesses of a system.

Users shall not make unauthorized copies of copyrighted software. Copying any softwarewithin the purview of banks policy will be done with proper authorization and support from

DIT, HO. Users should not breach the license of any licensed softwares.

Users shall not make copies of system configuration files for their own, unauthorized personaluse or to provide to other people/users for unauthorized uses.

Users shall not purposely engage in activity with the intent to: harass other users; degrade theperformance of systems; obtain extra resources, beyond those allocated; circumvent security

measures or gain access to a Bank system for which proper authorization has not been given.

Unauthorized use of computing systems and facilities in violation of the Bank policy shallattract disciplinary action.


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Electronic communication facilities (such as Email, Internet Browsing) are for authorized Bankuse only. Fraudulent, harassing or obscene messages and/or materials shall not be sent from,

to or stored on Bank systems.

Users shall not use the official email account allotted to them by the bank on the Internet fortheir personal use such as participating in a hobby forum etc. The personal use of the email

accounts is discouraged.

Users shall not use Banks Computing Facilities to commit a breach of any law. Users shall not download, install or run security programs or utilities, which reveal weaknesses

in the security of a system.

Compliance Responsibilities Each User is responsible for adherence to this policy in its letter and spirit. Respective authority managers will be responsible for ensuring compliance to this policy by

their subordinate officials.

Unacceptable UseThe following activities are, in general, prohibited. Employees may be exempted from these

restrictions during the course of their legitimate & authorized job responsibilities (e.g. systems

administration staff may have a need to disable the network access of a host if that host is

disrupting production services).

The list below is by no means exhaustive, but attempts to provide a framework for activities

which fall into the category of unacceptable use:

Under no circumstances is an employee of the Bank authorized to engage in any activity thatis illegal under state, national or international law while utilizing Bank owned resources.

Violations of the rights of any person or company protected by copyright, trade secret, patentor other intellectual property, or similar laws or regulations, including, but not limited to, theinstallation or distribution of "pirated" or other software products that are not appropriately

licensed for use by Bank.

Introduction of malicious programs into the network or server (e.g., viruses, worms, Trojanhorses, e-mail bombs, etc.).

Revealing your account password to others or allowing use of your account by others. Thisincludes family and other household members when work is being done at home.

Using a Bank computing asset to actively engage in procuring or transmitting material that isin violation of sexual harassment or hostile workplace laws in the country.

Making fraudulent offers of products, items, or services originating from any Banks resources. Effecting security breaches or disruptions of network communication. Security breaches

include, but are not limited to, accessing data of which the employee is not an intendedrecipient or logging into a server or account that the employee is not expressly authorized to

access, unless these duties are within the scope of regular duties. Disruption includes, but is

not limited to, network sniffing, pinged floods, packet spoofing, denial of service, and forged

routing information for malicious purposes.

Port scanning or security scanning is expressly prohibited unless authorized by DGM (IT) /CISO.


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Executing any form of network monitoring which will intercept data not intended for theemployee's host, unless this activity is a part of the employee's normal job/duty.

Circumventing user authentication or security of any host, network or account. Interfering with or denying service to any user other than the employee's host (for example,

denial of service attack).

Using any program/script/command, or sending messages of any kind, with the intent tointerfere with, or disable, a user's terminal session, via any means, locally or via the

Internet/Intranet/Extranet.

Providing information about but not limited to banks network, security, applications, services,Bank employees to parties outside Bank unless authorized otherwise.

Sending unsolicited email messages, including the sending of "junk mail" or other advertisingmaterial to individuals who did not specifically request such material (email spam).

Any form of harassment via email, telephone or SMS, whether through language, frequency,or size of messages.

Unauthorized use, or forging, of email header information. Creating or forwarding "chain mails".


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4. USER ACCESS MANAGEMENT POLICY Timely communication to PDC regarding user creation & deletion shall be the responsibility of

respective Heads of respective RO / BO.


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5. TELECOMMUTERS & MOBILE USER POLICY Users Responsibilities

Sensitive data stored on laptops should be kept to a minimum to reduce risk and impactshould a breach of security occur.

Users are solely responsible for the Security of the laptops. They must promptly report to theirreporting authority / RO / DIT (HO) about any security breach, theft, damage or loss of Banks

laptop; which has been entrusted to their care. This ensures a prompt notification of the loss

of sensitive information and provides the scope for a remedial action.

Sensitive information held on laptop must be securely erased before the device is reassignedto another user or to another purpose.

Banks confidential data should not be stored on portable computing devices. However, in theevent that there is no alternative to local storage, all Confidential Bank data must beencrypted using approved encryption techniques, wherever possible.

Unattended, Bank -provided portable computing devices must be physically secure. Thismeans they must be locked in an office, locked in a desk drawer or filing cabinet, physical

dongle or attached to a desk or cabinet via a lock system.

Mobile computing facilities should also be physically protected against theft especially whenleft, for example, in cars and other forms of transport, hotel rooms, conference centers and

meeting places.

Ensure you have strong password which is not easy to guess. Screensaver password should be enabled with a timeout of 5 minutes Ensure nobody sees the password while typing. Ensure that the password is being changed periodically, at least once in every 60 days. All Telecommuters / Mobile users systems must ensure that they have the latest antivirus

signature updates.

All Telecommuters agree to comply with software license agreements, performance of regularbackups and policy to dispose of sensitive information.

Computer equipment provided by Bank must not be altered or added to in any way (e.g.upgraded processor, expanded memory, or extra circuit board) without approval from DIT.

Users must not connect their laptops in to the Banks network while connected to internet bysome other means (Broad Band and Data card etc).

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