Page 77 - EQA Employee Handbook

7.12 EQUIPMENT SECURITY

7.12.1 Voicemail
Voice-mail, like e-mail, is subject to monitoring by EQA at any time, with or without prior
notification. Authorised EQA personnel may review any messages sent or received via the EQA voice-
mail system, whether of a business or personal nature, at any time. Any information contained in
voice-mail messages may be used and revealed to the appropriate authorities, both inside and
outside EQA, to document employee misconduct or criminal activity.

You Must Not:
 Leave abusive, threatening or inappropriate voicemails on either internal or external
voicemail systems
 Leave a voicemail greeting which may be seen as offensive by people both within EQA and
those outside the company.
A breach of this policy will be deemed misconduct and could result in disciplinary action up to and
including dismissal for cases of gross misconduct.
7.12.2 Mobile Phones
The use of personal mobile phones during working hours must be kept to a minimum. Mobile phone
usage must not cause a decline in productivity or interfere with our work operations.

Please be considerate of others if using your mobile phone in the office.

Personal telephone calls will not be allowed on Company telephones except in cases of emergency.

During phone calls please:
✓ Speak quietly at all times
✓ Ensure the phone is switched to silent when in the office
✓ Do not answer the phone when attending meetings. Switch it off or divert calls to voicemail
before the meeting begins.
✓ If the device is lockable with a pin number, use it. Also, do not make the pin number
something easy to crack (for example: 1 2 3 4).

You should Not:

 Use your phone camera in the office.
 Leave your phone unattended.
 Use your mobile phone when driving a car. This is illegal & dangerous both to you and those
around you. If you have an emergency and need to use the phone, pull off the road, stop
your vehicle, and if necessary put your hazard lights on, and then make your call.

7.12.3 USB Keys / Memory Sticks / Removable Disks
These devices are very convenient for transferring data and files from one computer to another.
They can store large amounts of data and files. They are also a prime source of virus infections and
other malware which are programmed to run automatically as soon as they are connected to a
computer. NEVER connect these devices to an EQA PC — even just for battery charging purposes -
unless prior approval has been received from Information Security. This will normally involve a scan
of the device. Once the device has been used on a non-EQA PC, the approval lapses and the process
must be repeated.

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