JAINAM DEVICE POLICY

Purpose & Scope 

The purpose of this Device Policy is to establish guidelines for the appropriate use, security, and management of electronic devices within Jainam Broking Limited.

This policy applies to all employees and other personnel who have access to company-owned or authorized devices.

Eligibility

Sr.Manager and above position are only eligible for a new device for office use only. This may given as per the demand of the core divisional head.

Below Sr.Managers, if any requirement is there, after approval of Core head, they can able to apply for Device. Sometimes the device will be provided to the Division team for some official communication purpose, which will be permitted as per the requirements of the division. E.g. Mobile, Tablet, or Dongle, etc.

To get any device, the Employee needs to submit a “Device Request Form” via tickets only. Below are devices that we can provide after finalizing with the concerned core head.

1. Laptop

2. Mobile

3. Tablet

4. Dongle

5. Any other technical hardware that can fulfill job roles and commercial uses.

Device Request Flow

1. After confirming the Eligibility, a request will raised by the reporting manager by filling up the “Device Request Form” and submitting it to the HR division via tickets.

2. The HR division should have pre-defined fixed Models of all devices and update them regularly.

3. HR will analyze the request and forward it to an IT Division for order and further analysis.

4. The relevant division will order the device and if any specific requirement is generated by HR they will finalize and confirm for the same.

5. Once the order has been placed and the device comes, the relevant division will provide it to the HR division and the HR division again analyze the request and compare it with the device whether any changes were found in the device that the employee requested.

6. The HR division will be responsible for making the payment for that device.

7. The HR division and Divisional Manager also verify that all necessary access will provided to the employee or not.

8. Once the Access and Device requirement is confirmed the device will be handed over to the employee and the receiver’s sign and date in the Request form.

9. The HR division will file the Request form with the signatures of all the concerned persons.

Device Usage

All office devices are intended for business purposes, and employees are expected to use them professionally and responsibly.

Data Security

Employees must take appropriate measures to protect company data on their devices, including using strong passwords and ensuring devices are locked when unattended.

Unauthorized access to or sharing of sensitive company data is strictly prohibited.

Software and Updates

All software and applications installed on office devices must be authorized by the IT division.

Employees are responsible for keeping their devices and software up-to-date with the latest security patches and updates.

Remote Access

Remote access to company resources should be done securely through authorized methods, such as VPNs, and VNC, and in compliance with company policies.

Reporting Security Incidents

All employees must report any security incidents, including lost or stolen devices, to the HR & IT division immediately.

· The IT team will take the log of all devices and maintain that we have provided to employees.

Personal Responsibility

Employees are responsible for the care, maintenance, and security of their office devices. Any damage or loss should be reported to the IT and HR division promptly.

Employees are not allowed to repair any device without intimation to HR and IT dept at their own cost.

The HR or IT division will analyze and find any intended damage or carelessness for the device employees should have to bear all the expenses.

Consequences of Violations

Violations of this policy may result in disciplinary actions, including warnings, suspension, or termination, depending on the severity of the breach.

Review and Updates

This policy is subject to periodic review and may be updated every 6 months to reflect changes in technology and security threats.

Contacts

For questions or assistance related to this policy, please contact the HR Division.