Page 76 - Phil Reddin Financial Services Ltd DRAFT V1

• Remove all papers, folders, reference material and electronic media (e.g. diskettes, tapes etc.)
from the top of your work area and place them in provided storage facilities (e.g. desk drawers
and filing cabinets)
• Ensure that all sensitive information is locked away when not required for immediate use.
• Log off and power off PC's when you are leaving for the day.
• PC screen saver with password protection MUST be used where available.
• Ensure that other company assets (e.g. laptop PC's, mobile phones etc.) are securely locked
away.
• Any paper documents for disposal and which might be confidential or carry personal customer
information should be disposed of in the red (confidential) bins provided for paper. (The
contents of all such bins are shredded).
At all times, and particularly outside normal working hours, it is essential that EBS protect its
information and that of its customers and third parties from unauthorised disclosure and theft. This
also applies to safeguarding against theft of company property.

• An untidy work area poses potential risks to the health and safety. It is also a fire hazard and
hinders cleaning of office areas.
Failure to comply with these procedures could harm EBS's reputation and may damage our ability to
retain and build our business.

7.12 EQUIPMENT SECURITY

7.12.1 Voicemail
Voice-mail, like e-mail, is subject to monitoring by EBS at any time, with or without prior notification.
Authorised EBS personnel may review any messages sent or received via the EBS 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 EBS, 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 EBS 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
Be considerate of others when using your mobile phone in the office.

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.

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