Genius Systems Team

Systems Guideline
History of Systems
Genius Systems department was founded on August, 2003.
It has 2 divisions: Software & Hardware.
The Software division develops and maintains various
customized software used in our organization. Eg : GSPPi, PF
Trust, PSS RMS, TSS RMS, PPS etc.
The Hardware division maintains & supports various system &
network related issues.


Topics of Discussion
Types of Regular System Slow issues.
System Handling and Maintenance Guidelines.
Data Security and Antivirus Support.
Trouble-free Emailing.
Access to the External Sites.
Data Management and Security.
Trouble-free Emailing.
Data Backup Dos and Don'ts.
System Auditing.


Types of System Slow Issues
Most of the day to day system related issues in the BD & BCVS
department in the branch are generally identified due to one of
the 4 reasons:

Too many files on the desktop and other drives where there is no
proper self system audits.
Poor system and mail maintenance from the AMC and the users
end.
No backups of the important mails and documents, which results in
a data loss on an eventful system error.
Lack of proper coordination between users and branch system
coordinator, due to which many important system issues gets
skipped during the BACT between Hardware team and system
coordinators.


Systems Handling and Maintenance Guidelines
A> For slow system Issues:
1> Deletion of the Temporary system and Internet Files:
The user must perform this activity daily, at the Beginning of the day. Following steps
need to be followed:

Step 1.:
In the Desktop, Click on Start Button -> run ->In the text box enter TEMP->The
TEMP Window will open, wherein some files would be displayed, you must Delete
all the files.

Note: The above steps should be repeated for %TEMP%, PREFETCH &
RECENT windows.

Step 2.:
In the Internet Explorer Go to Tools select Internet Options in the General tab
delete the Temporary Internet Files, Cookies and the Offline Files.

2> System Defragmentation:
The user must perform this activity once in a month, the defragmentation
helps to collate the system files, which are generally fragmented when
stored randomly in the Hard Disks. System defragmentation speeds up the
data access, thus improving the system speed. Following steps need to be
followed.

Step 1.:
In the Desktop, double click on My Computer -> Right Click on the C
Drive-> Select Properties ->go to Tools tab ->Click on Defragment
Now button under Defragmentation option-> Select C Drive and click
on Analyze ->Click Defragment if needed.

Step 2.:
Repeat the above steps for all the drives.

Systems Defragmentation
Data Security and Antivirus Support
Quick Heal Scanning:
The Quick Heal anti-virus software is the default
anti-virus software used in our organization. It is
effective against all the existing Virus programs that
makes your system vulnerable. It has an Online
Protection feature which protects your system
against any possible virus attack, when connected
to the internet. However, it is recommended to
perform a Boot Time Scan in the system on
Saturdays just before logging off. For this, the help
of the system department should be taken.
Access to the External Sites
The access to the external sites are controlled and
tracked by the systems department centrally.
Under no circumstances, the users should access any
external sites or materials without the prior permission of
their reporting line managers.
Care should be taken that accessing the external sites
should not affect the productivity of the user.
Note: Some sites are infected by Viruses, which on
accessing might affect our systems, hence the entire
network might get affected.

Data Management and security
BD and BCVS team are currently given access to nearly all the sites
for effectively managing their day to day activities. Some are also
given the access to external drives. However there are some points
they need to keep in mind:

Need to thoroughly audit before sharing any information through
external mails and Google Drive or skydrive.
Need to confirm if the pen drives or memory cards are virus free
before using it in their assigned PCs.
Need to restrain from surfing, chatting or emailing for their personal
works in the office.

Trouble-free Emailing
Email Maintenance:
Email communication holds one of the most important places in our organization.
So, its proper maintenance is also high on priority. You must follow certain
points, when using your email:

1. All the Emails should be kept in separate segregated folders in their Outlook
Express or their MS Outlook.
2. No more than 200 mails should be kept in the Inbox, Sent Items and Deleted
Items folders respectively, to prevent mail file corruption.
3. The MS Outlook users should additionally archive their Personal Folders once
in a month in their existing mail folder.
4. Email signatures should be configured to the respective official email ID as per
the companys defined format.
5. Official email id should not be used for communicating any personal mails.
6. Mails received from unknown IDs are generally SPAM mails and they bypass
the server and Quick Heal Security, due to their sophisticated programs. So
the user must refrain from opening them and immediately contact the system
department.



Data Backup
Data holds the chief priority in our organization, so
proper data handling and management is required for us.
Currently data backup is an area we have to improve on.
All the branch system coordinators should liaise with the
system department to arrange a machine with good
configuration and disk space to perform the backup
operations.
All the users in the branch would then be given at most 2
GB Disk space for their data and mail backup.
System Auditing
Since it is not possible for the System Dept. of the Head Office to
perform the system audits of all the branch systems. This
responsibility lies solely with the system coordinators of the
respective branches, who would perform it once in every month in all
systems, in person or with the help of the AMC vendors.
Following files if found in any of the systems would attract an audit
breach:
Any movie or picture files except those with job requirement.
Populating desktop with a large number of files.
Any old unwanted documents in any of the drives.
Surfing any external site without valid permissions.

(Note: However the BD & BCVS team has the access to the following
external sites: Linked In, Gmail and Google Drive apart from other list
of allowed external sites.)
These are a few guidelines which you need to
follow to help us serve you better. In case of any
assistance regarding the system issue, please
contact us in the below mentioned numbers.

IT Department: 033-6607 5864
Samarendra: 8420644272
Biswarup: 9051440300

Contact Us
Thank You!