Page 77 - Phil Reddin Financial Services Ltd DRAFT V1

 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 EBS 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-EBS PC, the approval lapses and the process must be
repeated.

You must not plug iPods or MP3 players into the USB port of an EBS PC. You may think that you will
only charge the batteries but once you connect them to an EBS PC you may unwittingly upload a virus
or other malware. This poses a serious threat to the integrity of the EBS network and therefore any
transgression will be treated as a very serious breach of policy and will be dealt with accordingly.

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.

7.12.4 Use of Radio on EBS premises
The Copyright Act, 1963 specifies that music cannot be publicly performed without the permission of
the owners of the copyright. The courts in Ireland have deemed places of work to be public places.
Therefore, playing music from a personal radio on EBS premises — unless confined to earphones — is
an infringement of the copyright law and is regarded as a criminal offence. Personal radios must not
be used on EBS premises.

Clarification: Listening to radio broadcasts such as budget reports, election results etc. is not in breach
of the law. But if music is being played for the benefit of staff and/or others, then it is regarded as a
criminal offence.
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.

7.12.5 Personal care electrical appliances
Any portable appliance such as a hair curler/straightener or a toothbrush charger, etc should be
approved before being used in the building.

7.12.6 Sending and Receiving Faxes
When sending and receiving faxes, in or outside of the office, please follow these simple guidelines:
• All faxes should be sent with our standard cover sheet containing the confidentiality clause.
This cover sheet is available in the Information Security section on Roadrunner.
• Ensure that the correct fax number is dialled.
• Consider who may read the fax on receipt.
• Fax the document yourself, watch the whole transmission and wait for the transmission
record (if available).
• Be aware that the telephone number you send to may be recorded by the hotel etc.
• Keep the original fax and transmission record.

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