The Service
Information Services Policies...
Software compliance policyPlease note that as this policy is periodically reviewed and updated, if you print it from the website, its accuracy cannot be guaranteed for more than a 24 hour period following printing.
It is the policy of HFRS to respect all computer software copyrights and adhere to the terms of the software licences to which HFRS is a party. Information Services are charged with the responsibility for enforcing these guidelines. It is the legal obligation of HFRS and its employees to comply with copyright laws and respect the intellectual property rights of others. It is therefore expressly forbidden for any employee to be in possession of unlicensed software or to use unlicensed software during the course of their employment..
Software shall only be installed, modified, de-installed or deleted in accordance with agreed changed management procedures. Staff shall not install software without first consulting with the IS Department via the Service Desk.
Only authorised Information Services staff may install software.
It is expressly forbidden to possess, use, reproduce or distribute copyrighted software on any HFRS computer without prior authorisation.
Users shall not give software to any 3rd party including clients, customers, contractors and others. HFRS users may use software on local area networks or on multiple machines only in accordance with applicable licence agreements.
All software acquisition by HFRS shall be purchased through the Information Service department. Software shall not be purchased through any other source. Software acquisition channels are restricted to ensure that HFRS has a complete record of all software that has been purchased for HFRS IT infrastructure and can register, support and upgrade such software accordingly.
After the registration requirements above have been met, the software shall be installed by Information Services. Users are not authorised to install any software on any HFRS computer. HFRS as far as possible and practicable use vendor supplied software packages without modification. Where a software package needs to be modified the risks of compromising built-in controls and integrity processes are taken into consideration. Where a software package needs to be modified, the consent of the vendor must be obtained, future software maintenance as a result of change and the possibility of obtaining the required changes from the vendor as a standard program update must be considered. If changes are required the original media will be retained and the changes applied to a clearly indentified copy.
A software update management process is used to ensure the most up-to-date approved patches and application updates are installed for all HFRS owned software. All changes to HFRS owned software is fully tested and documented so they can be reapplied if necessary to future software upgrades.
HFRS computers are organisation-owned assets and shall be kept both software compliant and virus free. Only software purchased through the procedures outlined above shall be used on HFRS machines. Users are not permitted to bring in software from home and load it onto any HFRS computers. HFRS owned software shall not be taken home and loaded on to a user’s home computer if it also resides on a HFRS owned computer. If a user is authorised to use software at home, HFRS will, where necessary, purchase a separate licence and record it as an HFRS owned asset in the software organiser database.
Shareware software is copyrighted software that is distributed freely through the internet, cover disks and bulletin boards or any other online services. Generally the software is free to evaluate but continued, or commercial use requires a licence. It is the policy of HFRS to pay shareware authors the fee they specify for use of their products. Registration of shareware products shall be handled in the same way as for commercial software products.
It is expressly forbidden to possess, distribute, reproduce or use computer programs for reasons such as scanning networks, intercepting or password capture unless specific authority is obtained or held.
Information Services shall conduct random audits of HFRS computers, including portable devices to ensure that HFRS is in compliance with all software licences.
Audits may be conducted using an automatic auditing software product. Regular audits shall search for computer viruses and eliminate any that are found. The full co-operation of all users is required during audits.
The Information Services Service Desk shall conduct regular audit scans of service equipment to validate loaded software against purchased licences. Users shall complete the surveys promptly and to the best of their ability.
Every member of Staff shall be responsible for the legal use of software on their ICT equipment.
HFRS shall not condone the illegal duplication of software.
