Human Resource Management

Laptop / Desktop Policy

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Table of Contents

Sl.No. Contents Pg.No.

1 Eligibility 3
2 Budget and Procurement 3
3 Hardware and Software 3
4 Regular Maintenance Support 4
5 Information Security 4
6 Loss/ Theft 5
7 Damage 6
8 Transfer/ Separation cases 6
9 Refresh of old Laptops/ Desktops 7
9 Return of Asset 7
10 Management of Asset Database & Reallocation of Asset 8
11 Appendix A 9
12 Appendix B 10
13 Appendix C 11

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Laptop / Desktop Policy

In order to address rapidly changing technology, aggressive adoption of digital technologies and
ergonomics and to improve productivity and information security, the laptop/desktop policy is revised
with immediate effect. This policy is applicable for Officers across all locations of Tata Steel India.

1. Eligibility

1.1. Existing Officers will be given a standard laptop by ITS (refer Appendix A, Section A1) when
their laptops/desktops are eligible for refresh as described in section 9. They can also opt for
higher value laptop (top-up model) by paying the differential amount (refer Appendix A, Section
A2). The differential amount will be recovered from the salary of the Officer in 3 instalments.

1.2. All Officers joining on or after 1st September 2017 will have the option to specify their choice
for standard/ top-up model (refer Appendix A) through the Onboarding portal.

An Officer can either have a laptop or a desktop but not both.

2. Budget and Procurement

ITS will arrange delivery of laptop / desktop with installed softwares, connectivity, etc. No laptops /
desktops are to be procured by Divisions/Departments by themselves.

2.1. For laptop / desktop specification as per Appendix A for business use for Refresh / New joinees
/ Group Transfer Cases, budget will be centrally obtained by ITS and procurement will be done
by Central IT Buy.

2.2. For procuring workstations, requirement has to be routed through Technical Secretariat and
Central IT Buy.

ITS will take necessary action for refresh of laptops & desktops (please refer to Clause 9).

3. Hardware and software

3.1. Technical standards, configuration, make & model of laptops and desktops will be decided by
ITS. Support and services for these laptops and desktops will be available in the company
through maintenance contracts finalized by ITS. Laptops & desktops would be procured at
rates, which are applicable for Tata Group and finalized by Central IT Procurement. Laptops &
desktops purchased under various capital schemes shall also be as per Tata Steel technical
standards and approved make (Please refer Appendix A).

3.2. Laptops & desktops have to be connected to Tata Steel Active Directory with individualized
user id and must have software as standardized by ITS (please refer to Appendix B). Users are
not authorized to load any software which are not approved by ITS.

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3.3. During the term of usage, requests for any change of hardware or software must be routed
through ITS. Such requests should be recorded in IT Helpdesk. Users shall not install any
hardware or software on their own.

4. Regular Maintenance support

Warranty and post-warranty support will be provided through ITS authorized partners under existing
outsourcing contracts. For ensuring this, laptop & desktop users would need to get them assetised by
the respective service providers through ITS.

5. Information Security

Ownership of laptop, desktop including the data in these machines, remains with Tata Steel. However,
the user shall be responsible for the security of the laptop, desktop and data. Users would adhere to
the following information security guidelines:

5.1. Laptop/desktop shall be placed and handled carefully to protect against any physical damage.
Laptops should not be left unattended for security reasons. If left unattended in open areas,
laptops should be secured with a security cable and lock. During air travel, laptops should be
carried as hand baggage.

5.2. The user and department shall ensure the electrical power points to which laptops/desktops
are connected are safe for use and avoid any fire hazard or damage to laptops/desktops.
Desktops to be powered off if not in use to save power as well as to protect from fire hazards.

5.3. Laptops & desktops without Asset ID shall not be used in Tata Steel network.
Laptops/desktops shall be protected through Active Directory user id and password; in no case
Active Directory password shall be shared.

5.4. Administrative access on the Laptops and Desktops will be restricted and users will not be
allowed to install/move/add/change hardware or software on their own. Any such activity will
have to be routed through ITS.

5.5. Laptops shall not be shared. Desktops can be shared among users but with individual user-ids
(Ad-Ids). User should contact IT Helpdesk for the same.

5.6. All critical company information and data should be stored in corporate systems and central
server/storage and not kept in laptop/desktop to prevent data loss from unforeseen eventuality.
ITS may be contacted for any assistance.

5.7. Depending on risk and sensitivity of data/information, write access to USB ports, CD drive in
Laptop/Desktops etc. may be restricted. Such restriction can be decided by Departmental
Chief.

5.8. Only corporate licensed software provided by ITS shall be used in laptops/desktops. User shall
not be allowed to load any software including freeware without ITS approval.

5.9. Company data from old and unused laptops & desktops shall be removed before they are
disposed off or transferred to another user.

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5.10. Sensitive information should be secured before sending laptops for maintenance to service
provider.

5.11. Data, which is not relevant for business (such as movies, songs, pictures and even personal
data etc.), should not be stored in the laptop or desktop. Company shall not be responsible for
loss of personal data/information stored in company laptop/desktop.

5.12. Connecting of personal laptops/desktops or any other interface devices to the corporate
network is not permitted.

5.13. Connecting personal devices to laptops and desktops is prohibited.

5.14. Laptops and desktops are corporate assets and may be subject to scan and audit when
required. In case the laptop /desktop is physically required for such scan/audit, user will be
required to hand over to ITS or ITS authorized partner in short notice within 2 hrs.

5.15. Network based drive will be provided to user to backup laptop/desktop data. Such space will
be arranged by ITS.

In case of refresh or new procurement, when data requires to be transferred from existing old
laptop/desktop, Tata Steel authorized service providers will assist the user in data transfer.

6. Loss/Theft

6.1. Common process for laptop/desktop

6.1.1.User shall file a FIR with police

6.1.2.Log a call in IT Helpdesk

6.1.3.Send copy of the FIR to IT Helpdesk

6.1.4.ITS will try to arrange working laptop/desktop/shared desktop, based on availability, for
business continuity till permanent refresh happens as follows

6.2. Specific to Laptop

In case of loss/theft of a laptop, the Officer will have to pay an amount equal to the Written
Down value (WDV) on the date of theft as computed by Accounts, which must be paid within a
week to Accounts and money receipt to be submitted to ITS along with FIR copy. New laptop
will be procured by ITS through Refresh Budget and will remain as company property.

6.3. Specific to Desktop

In case of theft of desktop or its components ,user to inform Department Chief and Head
Security in writing. Department to replenish from their budget based on this communication.
Thereafter, ITS will procure the asset.

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7. Damage

7.1. Specific to Laptop

7.1.1.User will be responsible for maintaining the laptop in good physical condition.

7.1.2.Wear and tear damages (Indicative list in Appendix C1) will be charged back to the
department cost center of the asset.

7.1.3.In case, they are physically damaged (Indicative List in Appendix C2), the cost of repair
will be recovered from the user.

7.2. Specific to Desktop

7.2.1.In general, user will be responsible for maintaining the desktop in good physical
condition.

7.2.2.If the desktop or any of its components is physically damaged, the cost of repair will be
charged back to the department. In case the user is held responsible for the damage, the
cost will be charged to the user.

8. Transfer/ Separation cases

In case of transfer within the company, a laptop user can carry the laptop to new place of work.
Laptop can be carried across departments anywhere in the country. However, desktop can be
carried across departments within the same city only. Such changes in place of work must be
logged in the IT Helpdesk at it_helpdesk@tatasteel.com to record the change in asset database.

8.1. In case of deputation to any other Tata Steel Group Company/ Tata Group Company in India
or overseas, users are not allowed to carry their laptop/desktop and have to return the same
to ITS in working condition as per existing process and practice. IT Asset clearance will be
done through ITS.

8.2. In case of separation from the Company, Officers will have the following options:

8.2.3.To buyback the laptop at WDV plus perquisite tax and other applicable taxes as per
norms. The laptop will be provided with the Operating System without any data or
software. Officer to contact IT helpdesk (it_helpdesk@tatasteel.com) to exercise the
buyback option. An online system is being developed by ITS for processing of buy back
st
option which will become operational w.e.f. 1 April, 2018.

Or

8.2.4.To return the laptop to ITS in working condition as per existing process and practice. To
exercise the return option, the Officer has to log a call at IT helpdesk for asset ownership
transfer.

IT Asset clearance will be done by HRM through ITS. Clearance & Settlement of dues would
be done after the laptop with all accessories or desktop, as the case maybe, is returned in

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working condition or purchased at WDV plus perquisite tax & other applicable taxes (in case of
laptop). In case, after retirement the person is engaged as a Consultant, the person may be
able to continue to use his/her asset but with new access IDs & email ID.

9. Refresh of old Laptops/ Desktops

9.1. A Laptop completing 3.5 years of use in the company will become due for refresh.
Officers will have an option to choose a standard laptop or a top up model from the system. In
case the top up model is selected, the differential price is to be paid by the Officer which will
be recovered from the salary of the Officer in 3 installments.

9.2. A Desktop completing 4.5 years of use in the company will become due for refresh

9.3. In order to clear the backlog of Laptops/Desktops which have either completed or will be
completing a life of > 3.5 / > 4.5 years of use upto 31st March, 2018 will be refreshed by end
June 2018. The older laptops will be given priority for refresh.

9.4. With effect from 1st April, 2018, Laptops/Desktops will be refreshed within 3 months of
completion of 3.5 / 4.5 years respectively.

9.5. At the time of refresh of laptops, the Officer shall return the laptop to the Company. The laptop
will be formatted and all data, applications, programs – personal, corporate or otherwise shall
be permanently destroyed. Subsequently the Officers have the following options:

9.5.1.To buyback the old formatted laptop, the officer will need to pay a nominal sum of
Rs.500/- (in addition to perquisite and other applicable taxes as per norms) at respective
F&A depts. and get a money receipt which needs to be submitted to ITS (at Asset refresh
system in Steel Buzz) for subsequent processing. The laptop will be provided with the
Operating System without any data or software.

Or

9.5.2.To return the old formatted laptop in working condition to the Company as per existing
process and practice. The old asset will be taken back immediately after refresh by the
ITS appointed agency.

9.6. New laptop /desktop will be given by ITS only on physically returning the old asset (excluding
the buyback cases). The data on the old asset will be preserved by ITS for a period of one
week for access by the user on server. The scrapped old laptops which are not bought back by
officers and desktops after refresh will be taken back by ITS appointed agency for necessary e-
waste disposal or otherwise as per Management decision.

10. Return of Asset

10.1. All assets should be maintained in working condition with original configuration as recorded in
asset database. When the asset is returned to ITS, all associated accessories must also be
returned in working condition.

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10.2. In case the laptop/desktop is returned in a non-working condition or incorrect configuration,

the cost of repair will be recovered from user.

11. Management of Asset Database & Reallocation of Asset

11.1. IT Asset database will be centrally managed by ITS. Therefore, all change requests needs to
be routed through IT Helpdesk.

11.2. Free or unused assets will be reviewed and redeployed by ITS.

This document supersedes all past communication on the above subject. This policy will be reviewed
after 3 years.

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Appendix A

Last Reviewed: 21-June-2017

(To be Reviewed/Revised/Released by Chief GIS on regular interval)

A1. Specification : Standard Laptop

Processor i7 Processor
RAM 16 GB
Display Size 12.5"
Hard Disk 256 GB SSD
OS Win 10 Pro
Weight Approx. 1.3 Kg (without adapter)
VGA
HDMI
Ports (Physically with the model or
RJ45
through consolidated adaptor kit)
headphone/microphone Combo
USB

A2. Laptop Specification: Top Up Model

Processor i7 Processor
RAM 16 GB
Display Size 12.5"
Hard Disk 256 GB SSD
OS Win 10 Pro
Weight ~1.3 Kg with Keyboard
Ports HDMI
mini Display Port
headphone/microphone Combo
USB, Ethernet, SIM (optional)
Tablet Feature Touch enabled, 360 degrees Convertible or Detachable

A3. Desktop – Standard Model

Desktop
Base Specification Make Display
Type

Windows 10 Professional 64 bit,

Intel Core i5 Processor, RAM 8
GB, 500 GB HDD, Integrated
Video Card, Gigabit NIC, Inbuilt
Desktop HP/Lenovo/Dell 18.5''
Speaker, VGA Out, USB, Mini-
phone Headphone port, Mini-
phone Microphone port, DVD-
ROM Drive

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Appendix B
Last Reviewed: 21-June-2017
(To be Reviewed/Revised/Released by Chief GIS on regular interval)

Standard Image

1 Login Active Directory

2 Email IBM Lotus Notes

3 Personal Productivity MS Office

4 File Compression Windows OS inbuilt compression/decompression, 7 Zip

5 PDF Reader Adobe Reader

6 Browser Internet Explorer, Google Chrome

7 Plugins .Net Framework, Flash Player, webex

8 Security Corporate Anti-Virus(Currently Trend Micro)

9 Remote Access VPN Citrix Netscaler Gateway

10 Multimedia Player Windows Media Player, VLC Media Player

11 ERP SAP GUI

Need Based Approved Licensed Software

(To be installed only after due approval from ITS and Departmental cost center)

12 Design Autodesk

13 Project Management MS Project

14 TQM Statistica

15 Automation Software As decided by Automation Department

16 Collaboration Lync

17 Centralized Access Citrix Xenapp

18 Departmental Software As decided by the Department

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Appendix C

Last Reviewed: 21-June-2017

(To be Reviewed/Revised/Released by Chief GIS on regular interval)

Appendix C1
Wear and Tear cases (Indicative)

Readability of keys becoming unclear due to continuous use of keypad over time

Loosening of hinge over timee

Reduced sensitivity of laptop touchpad over time

Right click and left click of trackpad not working.

Appendix C2
Damage Cases (Indicative)

Broken Laptop Hinge due to fall, impact, etc.

Damaged Lower base enclosure for laptop

Damaged Upper base cover of laptop

Ethernet port physical damage (twisting of connectors inside the Ethernet port)

Removal of keys from Keypad

LCD screen physical damage due to impact, liquid spillage etc.

Laptop touchpad right/left click button damage

Motherboard damage due to spillage of liquid, voltage fluctuation, thundering

USB port damage (twisting of connectors inside the USB port)

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Revision List

Sl. Document Document

Effective Date Approved by Approver’s Name
No. Reference No. Date

1 AO/HRS/618/14 5 Mar 2014 28 Mar 2014 Managing Director Mr. T V Narendran

Date of review: 11 Aug 2020

This document was last updated on 11 Aug 2017

In case of any queries/concerns/feedback, feel free to write to us at hr.servicedesk@tatasteel.com

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