UNIT 15 & 13 Task 1: Organizational Policies (P1, D1)

Need of Policies & Procedures

Policies are extremely needed in the work place as they make sure that all of the information’s that are hold are secure and they don’t flow outside of the organization. There are many reason for that as the information that are usually hold by organization could be used in wrong things if they flow to the wrong people as they will have many opportunities to harm the person with the information that they can get. It’s to stop employees from taking out important information’s as this increase the risk of information flow.  The person that agree to the certain policies will have to make sure to fallow enough responsible and most of the time will get disciplinary out of job and in worst scenario they could end up with paying fine to the person that have been a victim of the crime or getting sentence in jail for the crime that they commit as breaking any of this policies is considered as a crime. The information that are hold could be use for many reasons for example discriminating people, harassing them, or earn profit on them. Information that shouldn’t be out could be a very powerful weapon as they can damage someone reputation and people that for example have a competition with other organization will pay allot of money for information’s that could help them to improve they business and maybe remove the competition. That’s why employees have strict rules in some organization on what equipment they can bring to the workplace as they are not allow to take any of the data to home. All of this examples are connected to the Data Protection Act 1998, the Computer Misuse Act 1990. There are also policies that protect owners of any kind of work its called Copyright Design and Patents Act. 1988 weather is article, study, picture, music, image, movie or any other type products that can be copied by someone. This give the authors right to either take the case to the court if they found someone using they work or sell the right to the product. Every Human have the right to decide whether they want they information to be shared with others and nobody have the right to post any information about them without the knowledge and approval and if not the person that is using they information’s is braking the Human Rights Act.

There are many negative things that could happened if there was no rules and policies everything within the organization would be disorganized and people could do whatever they want for example on Data Protection Act they could take information’s of other employees or customers and provide them on the internet without permission and if they provide information’s such as address, mobile phones, place of employment people could lose allot and people that cause this would not get any penalty as there was no accts that would say that they are not allowed to do that. Because of that people could lose they job without reasons. Without Human Rights Act people will not have any right and this will give other people to for example discriminate them because of they look, race and cultural views so other people could discriminate them at work as much as they want and they would face any consequences. Without Computer Misuse Act people would be able to hack other people and pretend to be them because it won’t be illegal so because of that people could lose allot in the life’s as they could lose they job, money and even friends as person that is pretending to be that person could made up any fake stories and information’s.

Isuess

There are many issues that organizations will have to deal with in a certain situation for example there could be fire somewhere within organization, data flow, equipment theft or equipment damage because of the people that eat or drink food near the equipment. The organization will need to make sure that they fallow all the procedures. If the company didn’t have the specific equipment and they didn’t fallow the procedures for example fire procedures they organization will eventually get closed or end up paying big amount of fine for not fallowing procedures.

Health & Seafty

The legislation make sure that organizations are fully prepare and safe for everything so for example there’s has to be CCTV cameras, fire alarms and fire defender equipment installed where they should be and fully functional. They also have to make sure that emergency exits and will be opened when needed. That’s why organization usually test they equipment and train the staff. If something happened within the organization like for example someone is going to have accident and going to brake something when escaping when fire alarms go on and its going to be the organization fault because the put something on the way of emergency exit they will end up paying that person money and the the business may get closed or person responsible for this will get hired because they didn’t stick to the legislations and procedures that they should.

The impact of these on the troubleshooting and repair process

Security

This policy is mainly responsible for making sure that all the security detail such as password and user accounts are secure so you have to make sure that you are the only person that uses the account.  IT systems Acceptable usage policy requires from users to log off the computer as inappropriate people could get the access to the data that they shouldn’t. The user also shouldn’t install the unauthorized software as this could lead to the issues such as making the equipment unusable by affecting it performance.  The users also have to make sure that the equipment is secure during the use of it and after. The users within college are not allowed to connect they own device to the college network if they don’t get authorization from the IT Manager. The use of computers in the college is governed by legislations such as: the Data Protection Act, the Computer Misuse Act, The Telecommunication Act and the Human Right Act.

Costs

In term of costs the members of the staff has to make sure that they examine all the purchasing and introduce the environmental criteria to make sure that the equipment meets all the requirements and condition. They are also required to research on the equipment that they are purchasing to make sure that there is no alternatives with are better or cheaper. They also have to encourage the use of recycled paper to make sure that people don’t use it in inappropriate reasons that are not associated with the course as they are spending the college money. If the potential user with in this case is the student brake the equipment the staff have to make sure that it was reported and the person that did it will have to pay back the money for it.  The staffs are also required to conserve the energy or monitor consumption of it and this is all covered in the Environmental Policy Statement.

System downtime

System downtime is usually affected by many issues but they all can be prevented if the right procedures have been taken and the staffs fallow all the legislations. In this case people have to make sure that they have the right equipment for example server. The also should make regular backups so student and teachers work don’t get lost.  The regular maintainer should be taken at the end of each week.  System downtime could cause a lot of damage as if the system would be down user wouldn’t be able to perform they daily routine.

Disruption

Disruption is when something unexpected happened and person responsible for that area is not preparing for it. Organization such as College should have plan for everything so in case that something happen they have solution to repair it and prevents it from happening. For example if users lose they work organization should back the up. In order to back the files up they would have to be prepare for this to happen.

Resource allocation

All the resources should be right allocated. This mean that there shouldn’t be too much of resources for one place for example you cannot add too much of the paper for the printer as the printer could damage the paper if there are too many resources than it should be the company could lose a lot of money as they might spend money on the unimportant resources. Resources should be well balanced so if the resources are not needed they shouldn’t been used.

Prioritisation

The company should prioritize some of the aspect when performing repair as they might be more important and they should be repaired first. For example if network is down and at the same time printer is not working. The person that perform repair should concentrate on repairing network instead of printer as without network printer would be useless.