IT Policy

Objective
It is the intent of this policy to establish guidelines for usage of Ample’s
computing facilities by the Ample team. Computing facilities include computer
hardware, printers, fax machines, software, e-mail, and Internet & Intranet access,
collectively called “Information Technology”.
Purpose & Guidelines
• The Ample Team shares the IT facilities of Ample Technologies. These facilities
are provided to the team for official use only. Ample does not permit personal
use of these facilities, including computers, printers, e-mail and Internet access.
Every team member must use these facilities responsibly, since misuse by even
a few individuals has the potential to negatively impact the productivity, disrupt
professionalism and productivity levels.
• Therefore, all employees are expected to exercise responsible and
ethical behavior when using Ample’s IT facilities.
• Any action that may expose the Organisation to risks of unauthorized access
to data, disclosure of information, legal liability, or potential system failure
is prohibited and may result in disciplinary action up to and including
termination of employment.
• Users of Ample’s computing facilities are required to comply with all
policies referred to in this document. Users also agree to comply with applicable
local laws and to refrain from engaging in any activity that would subject
the company to any liability.
• Ample reserves the right to amend these policies and practices at any
time without prior notice and to take such further actions as may be necessary
or appropriate to comply with applicable state and local laws.
• In order to protect the integrity of Ample’s computing facilities and its
users against unauthorized or improper use of those facilities, and to
investigate possible use of those facilities in violation of Company rules and
policies, Ample reserves the right, without notice, to limit or restrict any
individual’s use, and to inspect, copy, remove, or alter any data, file, or system
resource which may undermine the authorized use of any computing facility or
which is used in violation of Company rules or policies.
• Ample also reserves the right periodically to examine any system and
other usage and authorization history as necessary to protect its computing
facilities.
• Ample disclaims any responsibility for loss of data or interference with
files resulting from its efforts to maintain the privacy and security of those
computing facilities or from system malfunction or any other cause.
Scope
• This policy applies to the entire Ample team, across locations.
 • It is the responsibility of all operating units to ensure that these policies
are clearly communicated, understood and followed.
• These policies also apply to contractors, and vendors / suppliers
providing services to Ample that bring them into contact with Ample’s
Information Technology infrastructure. Any Ample employee who contracts for
these services is responsible to ensure that the contractor/vendor/supplier
is appropriately briefed, before any access is given.
• These policies cover the usage of all of the Ample’s Information Technology and
communication resources, including, but not limited to:
• All computer-related equipment, including desktops, laptops,
terminals, workstations, wireless computing devices, telecom equipment,
networks, databases, printers, servers and shared computers, and all networks
and hardware to which this equipment is connected.
• All electronic communications equipment, including telephones, voicemail, e-
mail, fax machines, wired or wireless communications devices and services,
internet and intranet and other on-line services.
• All software including purchased or licensed business software applications,
employee or vendor / supplier-written applications and any other software
residing on Ample-owned equipment
• All intellectual property and other data stored on Ample equipment.
• All of the above are included whether they are owned or leased by Ample or are
under Ample’s possession, custody or control.
• These policies also apply to all users, whether on Ample’s property, connected
from remote via any networked connection, or using Ample’s equipment.
Software Access Procedure
Other than those that are readily installed in machines by the IT Department, any other
specific Software that is required, must be authorized by the IT department. An email
of such requests can be sent to the IT Department representative, copying the team
member’s reporting Manager.
E-mail Usage Policy
Internet & Intranet Usage Policy
The use of Ample’s information technology facilities is limited to those whose work has
relevance to its usage.
• Internet use brings the possibility of breaches to the security of
confidential information. Internet use also creates the possibility of
contamination to our system via viruses or spyware. Spyware allows
unauthorized people, outside Ample, potential access to its passwords and
other confidential information.
• Removing such programs from the Ample network requires the IT team
to invest time and attention that is better devoted to more productive work. For
this reason and to productively use time for work, team members are asked to
limit Internet use.
 • Additionally, under no circumstances may the Organisation’s computing
or other electronic equipment be used to obtain, view, or reach any
pornographic, or otherwise immoral, unethical, or non-business-related Internet
sites. Doing so can lead to disciplinary action up to and including termination of
employment.
• Company confidential information must not be shared outside of Ample,
without authorization, at any time. Team members are also not allowed to
conduct personal business, using the Organisation’s computing or emailing
facilities. This needs to be kept in mind when team members consider
forwarding nonbusiness emails to associates, family or friends.
• For outgoing mails, team members must ensure that the size of mails
being sent or forwarded, must not exceed 500 KB, unless they have prior
approval.
• For all external mails being sent, documents have to be converted to non-
editable format, like PDFs.
Ample owns the employee email
It is important to be aware that Ample owns any communication sent via email or that
is stored on Ample–owned equipment. The IT department and other authorized
persons have the right to access any material in an individual’s email or computer at
any time. It is important for team members not to consider their electronic
communication, storage or access to be private if it is created or stored at work.
Ample’s email account usage for personal email
The Ample email account and outgoing mail server are not to be used for
private emails.
If team members have their work email accounts set up at home, they would need to
use a separate account for private messages, ensuring that private accounts use a
different outgoing (SMTP) server to send mail.
Personal IT devices
In order to ensure confidentiality, Ample disallows any personal pendrives, laptops or
IT related devices to be brought into any of Ample’s locations. In case of necessity,
prior approval needs to be taken from the concerned Department Head and the
personal assets need to be declared to the location’s security, with clear logging in of
the device in the security register.