Introduction

This document represents the drawn out manual for the guiding informational and communicational systems of the Tbilisi Academy of Economy and Law and it is meant as for the administrative stuff of the Academy, as well for the students. In document, there are short definitions of the general Academy rules, which should be inevitably obbeyd for the Academy in order that informational communicational systems worked regularly and efficiently.
The function of this manual is to ascertain usage rules of the existent computer and communication technique in the Academy by the Academy staff and students. Technique may cover computers’ device and software support, printing facilities (printers), facsimile devices, voice mail, internal telephone station, e-mail and means of penetration in/to internet and intranet, which in total are called “Information/al Technologies”.
This manual belongs to the internal usage of the Tbilisi Academy of the Economy and Law.

Scope of the Manual

Given rules apply to every  person, who represents an employee of the Tbilisi Academy of Economy and Law, in spite of his/her location.
Given manual’s operation covers/includes the usage of the information technologies and communication resources, which includes, but are not limited the following types of resources:
• All types of computer facilities, which include, desktop computers (Desktop PC), portable personal computer (Laptop/Notebook), terminals, workstations, personal digital assistants (PDAs), wireless computer devices, telecommunication equipment, network infrastructure, printers,, servers, and computers connected to the local area network (LAN), all networks and equipment to which  connected all the above listed devices are connected;
• All types of electronic communication equipment which include telephones, pagers, radio devices, voice mail, E-mail, Fax machines, cable and wireless  communication devices and services, Internet and other operable network services;
• All types of purchased and licensed software. program codes, computers’ operating  systems, installed program support of computers, which are validated as the Academy property.
• Intellectual property and other data, which is set/stored or kept in the computers owned by the Academy.
• All above listed, without distinction whether it was bought or rented by the Academy, in the possession of the Academy and/or under its control.
• These rules apply to all employees, who are connected to the local area network of the Academy, in the Academy office, used  locally or distantly by means of remote access devices.

General Rules
• Academy is obliged to provide employee with relevant office/information equipment, which is necessary for effectrive impementation of their duties;
• Academy will register assigned technique to its employee in special register. The register record will contain the  first and last name of the employee, techniques’ brand/name issued on his/her name, serial number, the date of equipment assignment transfer;
• Academy employee is obliged to keep on his/her name temporarily issued office technique attended and in working conditions and not to hand over  them to any other person. Faulty equipment must be reported to the Systems Administrator

• Employees are obliged to protect and not transfer the data, which is of vital importance to the Academy, or confidential information that might be kept in Academy computers as an electronic version or in any other type, without the consent of the Academy manager.

Usage of Workstations and Personal Computers

• Work station ,PC or portable computer represents the computer equipment owned by the academy, which is temporarily given to the employee during his/her working period in the Academy;
• Work stations and computers are connected to the Internet and intranet of the Academy;
• Only the employee, whom the computer is assigned, can use a workstation or computer. System Administrator is responsible for the maintenance of the equipment;
• Work station is protected at least with two passwords: for electronic accounts equipped with administrator’s and ordinary user’s rights;
• Employee should refer to System Administrator, in order to install user programs or to erase other types of technical errors;
• The service rules of work station and portable computers are described in details in the unit “equipment and attendance of computers and communication devices or services”.

Usage of personal Software

• On the technique, which are in Academy possession or under its supervision are installed purchased and/or licensed operation systems, office program packages, customers applied programs, ruling systems of data basis, planning systems of recourses’ production (industry) and other types of software: net utilities and program packages  for Academy’s necessary, everyday activity in internet and local net;
• Versions of Software’s installation systems, which are necessary for Academy’s activities, are kept as archives with system administrator;  
• Necessary soft wares for Academy activities are kept on LCDs, Academy server and/or other electronic devices for information preservation;
• System administrator fixes and keeps the inventory (list) of software, which is necessary for Academy activities;
• System administrator or in particular cases invited qualified specialist by the Academy, deals with any type of operational system’s and/or software’s uninstallation/installation, configuration and customization on the workstations, portable computers and other types of software-operated electronic devices;
• Academy employee is obliged to use software, which is in Academy possession or under its supervision, only for legal purposes according to Georgian legislation and interim code of conduct of the Academy;
• Purchasing or  renting rules of new software packages are described  in the chapter “ Purchase or service of computers and communication devices or servers”;
• Software updates (for example antivirus and untispy programs), which are in Academy possession or under its supervision, are carried out regularly by the Academy employees 4 times in a month, at the end of each week under the supervision of systems administrator.

Control of Virus and Malware

• Protection from  virus and malware are organized through installing antivirus and spyware software on workstations and other computer devices, which are owned by the  Academy and are attached  to local area network of the Academy or are working in standalone mode.
• Computer Antivirus and spyware soft will be selected and installed on the computers by  system administrator;
• System administrator, after installing appropriate antivirus and spyware software, gives short instructions to the office staff on their usage;
• Each Academy employee must update antivirus and antispy softwareson weekly basis, at least four times a month scan files on the computer technique which are personified to him/her by above mentioned softwares in order to check computer systems on existence of virus and spy  programs.;
• In case of discovering any technical problem, Academy employee refers to the system administrator.

Making Reserve Copies and Electronic Archives

• It’s necessary to make reserve copies of system’s working files, in order not to loose or obliterate Academy’s current, actively used working files;
• Reserve electronic copies of working files are made by each employee 4 times in a month, at the end of every week’s last working day by means of utilities (backup) of operation system’s (windows) reserve copies. Reserve electronic copy of the file will have the name (first, last) of the employee and will be written by the system administrator on the Academy server, in the specially made electronic folder of the reserve electronic copies;
• In case of accidental obliteration or loss of working files, they will be restored by the same utilities from the reserve of electronic files written on the Academy server;
• Generally, the schedule of making of working files reserve copies is the following:  a) Making of reserve copy – weekly, at the end of the week’s last working day; b) Minimum quantity of the days, which have to be pass, in order to make working file’s whole reserve electronic copy – 1 day; c)Maximum quantity of any working file’s versions of kept reserve electronic copies – 2 days  (???); d) Maximum date of keeping working file’s reserve copy’s second (more old) version -  7 days; e) Maximum date of keeping working file’s reserve copies first (new ) version – 14 days;
• Making of electronic archives represents long-term process for keeping working files (?)
• System administrator makes electronic archive of working files based on the special electronic folder of work files reserve copies made by Academy employees;
• Electronic archive of the work files are made on the LCD/RW by the means of special archive program;
• Electronic archive of the work files can be kept for a long period from 3 to 5 years;
• It is not recommended to keep different versions of work files’ electronic archives.

Training of Employees

• Academy employees’ training is held according to the schedule set by the administration.

Terms of Internet Usage

• Given chapter regulates the rules of Internet use by the Academy's staff. Academy's  staff must use Internet only for the purpose of Academy activities. Examples of such activites are following:
• Get in touch (to establish) and develop relationships with other colleagues, business partners, clients, potential clients and suppliers (distributors) ;
• Perform research and obtain information on such issues, which are directly connected to the cademic work and business specification;
• Implement other business activities (working with Academy management on various issues).

During the use of the Internet, special attention should be paid to the following:

Confidentiality: 
• Safety and confidentiality of the transmissible information are those issues, which should be thoroughly protected by all Academy employees;

Pornography:
• Academy staff and students are not allowed to use Academy internet for visiting such sites, which contain obvious sexual information. Academy keeps right to control, prohibit and take conformable disciplinary measures for such activities from the side of employees and/or students;

Outside type informations:
• It is not allowed to keep, view and print such graphical or other data, which are not directly connected to the employees’ job or Academy’s educational/scientific activities. Examples of abolishing conformable use of internet service in the Academy are: to download and install games, audio and video files, music, movies, animation etc.

Excessive and uncontrolled use of internet recourses:
• Academy employees should use Internet resources reasonably, in order not to degrade the quiality of network access in the Academy. Therefore, all employees are advised to refrain from downloading large size files form the Internet that can limit the access to the Academy’s computer and communication resources.

Penetration in the interned and administration:
• Academy reserves the  right to limit Internet usage and give access permission only to its employees;
• Academy reserves the  right to monitor Internet usage at the Academy's premises. This applies to the following:  a) blocking of certain sites; b) monitoring of Internet usage level by each Academy employee; c) monitoring of files and E-mails.

Internet Security:
• Passwords. Academy staff is given individual passwords and/or IDs  for Internet access. Staff members must protect the confidentiality of this information and do not transfer it to other staff members or outsiders.
• Viruses and so called “Trojan Horses” programs: All files downloaded from the Internet should be checked by antivirus programs, in order to avoid the damage of the computer systems;
• Firewalls and other security programs. Academy use different systems of security, in order to avoid stealing of information or not-sanctioned penetration into the Academy’s local area network.

Terms of E-mail Usage:
• Existing E-mail system represents the Academy’s property. The Academy reserves the  right to change the terms of E-mail usage at any time;
• E-mail represents the means of business communication and Academy employees must  use it lity, effectively and adhere the existing rules.
• Supervisors for effective operations of e-mail system are the following persons: System Administrator (responsible for solving technical  problems) and  other managers (responsible persons organizational side of operations);
• All kind of letters, that are sent via the Academy’s E-mail system, belongs to the Academy; Therefore, employees aren’t allowed to use Academy’s E-mail system for sending: private character letters, different types of lists, other types of information and files, which aren’t directly related to the activities of the Academy;
• In order to make an electronic signature (sign) at the different business forums and on news bulletins, Academy employees should receive permission from their direct supervisor;
• Every Academy employee, as soon as they start working in the Academy, will be assigned private E-mail account (E-mail box). Individual E-mail IDs have given individual users name and password. E-mails individual account is in force during the persons working period in the Academy;
• Passwords for individual E-mail accounts shouldn’t be passed to outsiders and should be changed once in three months;
• After Academy employee leaves the job Individual E-mail account is cancelled in one week's period. In special cases, individual E-mail account can be kept for additional 15 days, if the owner of the account applies to the Academy managers in writing and proves the necessity for preserving the account for longer period;
• Individual E-mail account, which will not be used for 60 working days, will  be deleted and cancelled; E-mail letters should be deleted after 60 working days. If Academy employee has proved reason for keeping them, the letters will be archived and stored  (see section “MAKING OF RESERVE COPIES AND ELECTRONIC ARCHIVES);
• If E-mail copies are also kept on the mail server of the Internet service provider, in order to avoid overfilling of mailbox, employee should contact system administrator and ensure that the mails are deleted on the server. Otherwise, due to filled quota,  there is a danger that the employees' E-mail stops properly functioning;
• It is recommended to make reply to E-mail message during 8 hours after its receipt (during workdays). If E-mail is prioritized, it is recommended to make reply during 4 hours after its receipt. Prioritized are all those letters, which are received from customers and business partners;
• It is not recommended to send confidential information by E-mail. If Academy’s employee isn’t sure whether the information is confidential or not, he/she should ask about it to his/her direct manager;
• With any question, concerning E-mail system Academy employee should refer to his/her direct manager or to the system administrator.

Acquisition of Equipment and Services 

• Need for purchasing of computer, communication and office electronic devices is determined by the survey of Academy employees by system administrator and/or director;
• Computer, communication or office’s electronic devices and software are requested by the employees and/or system administrator on the basis of written request and submitted to the   manager. In the written request, the employee should clearly prove the necessity of the requested devices, their function, label/brand, technical characteristics and submit price-lists, warranty and service terms from  three distributors selling the requested equipment ;
• On the basis of received information, Academy managers assess price benefit ratios and take decision  whether to purchase requested equipment and/or software;
• Academy’s information and communication systems are served by system administrator and/or technical director;
• System administrator must have  the server, printing devices and local computer networks in order and perform administrative duties as assigned;
• System administrator assists Academy’s staff and gives technical consultations about using information/communication devices, erasing technical disorders and in issues concerning software delete, installation and work;
• System administrator is responsible for making electronic reserve and archive copies and software update and keeping of existent data bases;
• In case if it is impossible to erase technical disorders locally by the system administrator, a qualified specialist will be invited or the technique will be sent for repairs;
• System administrator is obliged to have register of technical disorders, list of eqiuipment and inventory.