Oriental Bank of Commerce Responsibilities - Regional Offices

RESPONSIBILITIES – REGIONAL OFFICES
Oriental Bank of Commerce 02 DECEMBER 2009
Oriental Bank of Commerce
Responsibilities – Regional Offices
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VERSION: 1.0 CLASSIFICATION: INTERNAL
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 & ENVIRONMENT SECURITY POLICY 5
3. ACCEPTABLE USAGE POLICY 6
4. USER ACCESS MANAGEMENT POLICY 9
5. TELECOMMUTERS & MOBILE USER POLICY 10
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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 personnel’s attention will be kept away
from 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. The
following should be followed:
o Temperature /humidity is controlled
o Magnetic emissions around the equipment are avoided.
o Dust free and rodent free environment is provided
o 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 for
the 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 case
of power failure.
 Provide additional shielding against electronic emissions, eavesdropping or interference, if
required.
 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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2. PHYSICAL & ENVIRONMENT SECURITY POLICY
 Access Control – People

 Access controls shall provide reasonable assurance that physical access to the facility is
restricted only to authorized people and material.
 Entry shall be permitted only to Bank Employees, On-site Engineers, Vendors, Auditors &
Visitors.
 Employee Controls
o Employees from other locations will get access to server room only on authorization by
Regional Head / designated personnel by Regional Head.
 Visitor Controls
o Only Official Visitors shall be entertained on office premises
o 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 (if
required)
o Details and belongings of the Visitor will be noted
o 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 Controls
o 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 for
suppliers/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 in
case of fire.
 Fire extinguisher of appropriate type should be provided & installed at the locations to
extinguish fires in different situations.
 Server rooms & supporting equipment should not be located in the basement areas in places
prone 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 the
property of the Bank.
 For security and network maintenance purposes, authorized individuals within Bank may
monitor equipments, systems and network traffic at any time.
 Bank reserves the right to audit networks and systems on a periodic basis to ensure
compliance with this policy.
 Keep passwords secure and do not share accounts (user ID & password). Users are responsible
for 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 the
activation 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 virus
database.
 Employees must use extreme caution when opening e-mail attachments received from
unknown 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 in
public.
 Users Accounts
 Bank’s systems users’ accounts (login ID’s 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 of
possible 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 software
within the purview of bank’s 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 personal
use 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 the
performance 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 shall
attract disciplinary action.
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 Electronic communication facilities (such as Email, Internet Browsing) are for authorized Bank
use 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 for
their personal use such as participating in a hobby forum etc. The personal use of the email
accounts is discouraged.
 Users shall not use Bank’s 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 Use
The 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 that
is 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, patent
or other intellectual property, or similar laws or regulations, including, but not limited to, the
installation 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, Trojan
horses, e-mail bombs, etc.).
 Revealing your account password to others or allowing use of your account by others. This
includes 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 is
in violation of sexual harassment or hostile workplace laws in the country.
 Making fraudulent offers of products, items, or services originating from any Bank’s 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 intended
recipient 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.

 Executing any form of network monitoring which will intercept data not intended for the
employee'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 to
interfere 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 bank’s 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 advertising
material 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".

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 impact
should a breach of security occur.
 Users are solely responsible for the Security of the laptops. They must promptly report to their
reporting authority / RO / DIT (HO) about any security breach, theft, damage or loss of Bank’s
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 reassigned
to another user or to another purpose.
 Bank’s confidential data should not be stored on portable computing devices. However, in the
event that there is no alternative to local storage, all Confidential Bank data must be
encrypted using approved encryption techniques, wherever possible.
 Unattended, Bank -provided portable computing devices must be physically secure. This
means 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 when
left, 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 regular
backups 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 Bank’s network while connected to internet by
some other means (Broad Band and Data card etc).
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Oriental Bank of Commerce 02 DECEMBER 2009