IT SUPPORT PROCEDURE

CONTROL OF ELECTRONIC
DOCUMENTS

POINT-IT-002

Document Revision Record

Rev. Date Description Author Reviewed Mgt . QA/QC

No. by Approval Approval
DR 8 April, 2002 Issued for Review E. Omeke S. A. Salu by

A 21 May, 2002 Issued for Corporate E. Omeke S. A. Salu

use
Reviewed to include the
B 8 Dec., 2010 Limitations of ISO Aransiola O. J. K. Okanigbe G. Okoyo N. Egbuluka
9001:2008

This document contains information, which is proprietary to Point Engineering Limited. This information
is to be held in confidence. Disclosure, reproduction, or other use of this document is prohibited without
the prior written consent of Point Engineering Limited

POINT ENGINEERING LIMITED

This document is controlled electronically and is uncontrolled when printed.

CONTROL OF ELECTRONIC DOCUMENTS

CONTENTS

TITLE AND DOCUMENT REVISION RECORD

CONTENTS

1.0 PURPOSE

2.0 SCOPE

3.0 PROCEDURE

3.1 Electronic Document Control Policy

3.2 Access to Electronic Files
3.3 Electronic Data Transfer
3.4 Anti-Virus
3.5 Back-up System and Continuity Plan
3.6 Reproduction and Disposal of Confidential Data
3.7 Training

ATTACHMENTS

I POINT NETWORK DIAGRAM

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CONTROL OF ELECTRONIC DOCUMENTS

1.0 PURPOSE

This procedure is intended to provide guidelines for securing electronic information and
document that shall be secured against unauthorised access and disclosure and for
preventing damage by all kinds of incidents e.g. fire, flood, computer virus etc.

2.0 SCOPE
This procedure applies to all electronic information both corporate & projects related
doucments activities during and after project execution.

3.0 PROCEDURE

3.1 Electronic Document Control Policy

3.1.1 It is POINT’s policy to safeguard and secure all electronic documents both corporate and
project documentations against unauthorised access to confidential and proprietary
information, which can be a serious threat, and damage to the project and POINT’s
assets.

3.1.2 No corporate or projects documentations provided by POINT can be disclosed to anyone

without prior written permit of POINT.

3.2 Access to Electronic File

3.2.1 There are two access rights required to obtain computer resources; the right to access a
particular network and the right to access certain data.

3.2.2 The systems administrator shall grant to users the right of such access and also specify
the accessible data range, and the type and purpose of access.

3.2.3 Control of accessing electronic data is done by user ID, which confirms the user’s
identity and then password which actually authorises the access.

3.2.4 Password will be set up independently from user ID and is subject to approval by
Network Supervisor with regard to security.

3.2.5 Users are set up by the Network Supervisor to have the right to access only the files
within their respective domain.

3.2.6 Passwords shall be protected from being indicated on the monitor or printed out; they
shall also not be written on stickers attached to the monitor etc.

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CONTROL OF ELECTRONIC DOCUMENTS

3.2.7 To control the access right from outside of POINT system, internet firewall will be
incorporated into the router that provides internet access to POINT LAN? System.

The unauthorised access from outside shall not be allowed.

3.3 Electronic Data Transfer

3.3.1 The transfer of electronic data is carried out by various kinds of media.

3.3.2 The administrator of electronic data shall select the best system by considering the
transfer accuracy, economy and convenience.

3.3.3 In consideration of computer virus prevention and being lost while transferred, the data
transfer by way of floppy diskettes shall be minimised.

3.3.4 During engineering phase at POINT, all electronic file transfer will be made by POINT
LAN system via dedicated server for this project which can be accessed by authorised
user ID and passwords.

3.3.5 The access from outside of POINT, to the server will be made by File Transfer Protocol
(FTP) or Secure Socket Layer (SSL) Connections.

3.4 Anti-virus

3.4.1 All files saved in the Server will be automatically scanned for virus.

3.4.2 All workstation computers shall be installed with system embedded anti-virus scan
program which will automatically scan all of electronic files incoming and outgoing
including E-mail.

3.4.3 The anti-virus software’s will be will be updated on a daily basis.

3.5 Back-up System and Continuity Plan

3.5.1 POINT’s backup strategy is aim at minimizing the impact of data or documents lost in the
event of seriously disaster that effect the company. The maximum acceptable data or
document lost in the event of any disaster to POINT is 24 hours.

3.5.2 As a rule, all cooperate and Projects files will be backup on a daily basis starting from
6.00 PM, using External Hard-disk and Magnetic tape. POINT adopted Full and
Differential backup system strategy.
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CONTROL OF ELECTRONIC DOCUMENTS

3.5.3 The External Hard-disk backup will be use for the purpose of POINT’s onsite Business
Continuity Plan in the event of hardware failures or data lost during daily operational
activities.

3.5.4 The Magnetic Tape backup will be use for the purpose of POINT’s Off-site Business
Continuity Plan in the event of non-access to office building or equipments in the events
of fire outbreak, building burnt or sabotage etc

3.5.5 The frequency and methods of data backing up depends on the risk impact of the data
to the company’s continue operations and its ability to meet its Clients expectation.
a) Project Files - 12 hours - Critical
b) Corporate Files - 24 Hours - Essential

3.5.6 All project files or data will be backup on a daily basis by using the External Hard-disk
and stored in a secure location within the office (Onsite backup). And also a DLT or
Magnetic Tape will be use for backup of all project files or data on a 24 hours timeline
and hand-over to appropriate Top Management reps to store in a secure location or
building outside of POINT for the purpose of data security, disaster recovery and
business continuity plan.

3.6 Reproduction and Disposal of Confidential Information

3.6.1 Document Controller shall be responsible for reproduction of confidential

data/information needed to be copied.

3.6.2 Document Controller will maintain the distribution record such as designation, date and
number of copies.

3.6.3 POINT shall dispose all confidential information/data both in hard and soft copy at the
time instructed by Client.

3.7 Training

3.7.1 All project personnel shall receive security awareness training on their assignment.

3.7.2 The training shall address the contents of this procedure and each individual’s
responsibilities.

3.7.3 A record of this training shall be maintained.

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 POINT ENGINEERING LTD
ICT INFRASTRUCTURE

ANTIVIRUS SOFTWARE

S/N ITEM DESCRIPTION No. of User’s Licenses

1 Kapersky Internet Security 2011 100

HP SERVERS.
S/N ITEM DESCRIPTION Function NO. OF SERVER
1 HP ProLiant DL380 G6 X5560 2.80GHz Active Directory 2
Quad Core Perf Insight Control SW Rack and Users account
Server. HP 146GBX3 10K SAS 2.5 Hot
Plug Hard Drive. 12GB FBD PC2‐5300
Ram, Redundant Power Supplied. (2
Processor for each Server) with Windows
Server 2008 Enterprise Edition.
2 HP ProLiant DL380 G6 X5560 2.80GHz E-mail & Exchange 2
Quad Core Perf Insight Control SW Rack
Server. HP 146GBX3 10K SAS 2.5 Hot
Plug Hard Drive. 12GB FBD PC2‐5300
Ram, Redundant Power Supplied. (2
Processor for each Server) with Windows
Server 2008 Enterprise Edition and
Windows Exchange 2010 server Enterprise
Edition.
3 Tape Drive For Back UP-HP Ultrium Backup 1
External Drive (Ultrium 448 Tape Drive
with Ultrium Cartridge)

HP SERVER & ACCESSORIES

S/N DESCRIPTION
1 HP 42U Rack (10842 G2 Pallet Rack with PDU, Side Panel
2 HP TFT 7600 ITL Integ Keyboard&Monitor
3 5KVA Inverter for Server Room
4 APC Rack UPS for Server (5KVA)
CISCO NETWORK HARDWARE (LAN & VPN)

S/N DESCRIPTION Unit

1 Cisco Catalyst 3560 24 10/100/1000T + 4 SFP + IPB Image ( 2
WS-C3560G-24TS-S)
2. Catalyst 2960 24 10/100 + 2 1000BT LAN Base Image ( 15
WS-C2960-24TT-L)
3 2911 Bundle w/AIM-VPN/SSL-2,Adv. IP Serv,10 SSL lic,64F/256D ( 1
CISCO2811-HSEC/K9)
 CONFERENCE ROOM
S/N DESCRIPTION
1 Audio Conferencing System (Polycom Soundstation VTX 1000) Full version.
2 Video Conferencing System (Polycom HDX 8002XL)

2
 Design option 2: with redundant distribution switches

Internet

Internet Access Router

Cisco 2811HSEC/K9

Layer 3 Distribution
Switches
Cisco 3560G

Access Switches
Cisco 2960

Servers
NETWORK TOPOLOGY